Accounts Payable Coordinator

Whole Person Care Clinic; Santa Ana (CA); On-site; USD 55,000 - 75,000; Full time

Job summary

NHHA is seeking an Accounts Payable Coordinator to support the full AP cycle across NHHA and affiliated nonprofit partners. The role ensures invoices, reimbursements, and payments are reviewed, coded, and processed timely while maintaining vendor records and internal controls.

The position collaborates with Accounting, operations, and leadership to resolve discrepancies, prepare reports, and assist with month-end close and audits across multiple programs and funding sources.

Qualifications

• Bachelor's degree or equivalent experience in accounting, finance, or related field.
• 3+ years in accounts payable, with multi-entity nonprofit or healthcare exposure preferred.
• Knowledge of full AP cycle, vendor maintenance, payments, and month-end close.

Responsibilities

• Support full accounts payable cycle, review, code, and process invoices and reimbursements.
• Manage vendor records, payments, and 1099 reporting support as needed.
• Coordinate with departments to ensure correct coding and timely payments.
• Reconcile vendor statements, monitor AP aging, and prepare weekly/periodic reports.
• Maintain documentation and assist with audits and internal controls.

Skills

Accounts payable

Vendor management

Microsoft Excel

Communication skills

Attention to detail

Education

Bachelor's degree or equivalent experience

Tools

ERP systems

Accounts payable platforms

Microsoft Office

Job description

NHHA is committed to employee well-being and maintaining a healthy work-life integration. The information given below is intended to provide an understanding and appreciation of the workload of the job and its role within NHHA. The job description outlines the main purposes in general terms only. You may be required to carry out other duties in order to commensurate with the job. This will not change the character or purpose of the job but will be necessary to maintain high standards of business practice. This job description may be altered from time to time to meet the changing needs of the company.

Job Summary

The Accounts Payable Coordinator is responsible for supporting the full accounts payable cycle for NHHA and its affiliated nonprofit partners. This position ensures vendor invoices, employee reimbursements, credit card transactions, purchase orders, and other payment obligations are accurately reviewed, coded, approved, recorded, reconciled, and processed in a timely manner. The Accounts Payable Coordinator serves as a key liaison between Accounting, operational departments, leadership, vendors, and suppliers to resolve discrepancies, maintain accurate vendor records, and ensure compliance with company policies, funding requirements, and established internal controls. The position also supports weekly payment processing, vendor statement reconciliations, A/P aging, month-end and year-end close activities, audit preparation, expense monitoring, and continuous improvement of accounts payable processes across multiple business lines, programs, departments, and funding sources.

Key Responsibilities

• Develop and maintain strong relationships with internal and external business partners, stakeholders, vendors, and suppliers.
• Serve as a primary point of contact for vendor inquiries regarding invoices, payment status, discrepancies, and account balances.
• Manage and monitor the NHHA Accounts Payable (A/P) email inbox daily, ensuring requests and invoices are addressed timely.
• Receive, review, code, and process vendor invoices for accuracy, completeness, appropriate documentation, and proper authorization.
• Verify appropriate general ledger coding, department, program, project, location, and funding source allocation prior to processing invoices.
• Perform three-way matching of purchase orders, invoices, and receiving documentation when applicable.
• Route invoices through the appropriate approval workflow and follow up on outstanding approvals to prevent payment delays.
• Enter vendor invoices, credit memos, card transactions, employee reimbursements, and other payable transactions into the A/P platform and financial ERP system.
• Review invoices for duplicate submissions, incorrect amounts, missing documentation, and other discrepancies prior to payment.
• Prepare and process scheduled payment runs, including ACH, checks, electronic payments, and other approved payment methods.
• Review payment batches for accuracy and ensure required approvals are obtained before payments are released.
• Create new vendor profiles and maintain accurate vendor records, including payment terms, remittance information, W-9 documentation, addresses, and other required information.
• Process vendor changes in accordance with internal controls and established procedures.
• Verify vendor documentation and assist with maintaining accurate information required for annual 1099 reporting.
• Reconcile vendor statements to the accounts payable ledger and investigate outstanding invoices, credits, unapplied payments, and discrepancies.
• Research and resolve invoice, purchase order, payment, and vendor account discrepancies in a timely manner.
• Monitor outstanding accounts payable balances and prepare weekly A/P aging and outstanding-payment reports for accounting leadership.
• Complete weekly outstanding A/P summary and reconciliation to the financial ERP.
• Assist with month-end and year-end close activities, including A/P reconciliations, accrual identification, outstanding invoice review, and cutoff procedures.
• Identify invoices received for goods or services incurred but not yet recorded and communicate potential accruals to accounting.
• Reconcile the accounts payable subledger to the general ledger and research discrepancies as assigned.
• Monitor recurring invoices and payment obligations to help ensure timely payment and avoid late fees, service interruptions, or duplicate payments.
• Process employee expense reimbursements and verify compliance with company reimbursement policies and required supporting documentation.
• Review company credit card transactions and supporting receipts and assist with monthly credit card reconciliations.
• Ensure A/P transactions comply with internal accounting policies, funding requirements, contractual requirements, and established approval authorities.
• Maintain complete and organized electronic A/P files, invoices, approvals, payment confirmations, vendor documentation, and supporting records.
• Provide documentation and support for internal reviews, financial audits, funder audits, and other compliance requests.
• Assist with annual 1099 preparation, vendor reporting, and year-end accounts payable activities.
• Maintain appropriate segregation of duties and follow established internal controls throughout the accounts payable process.
• Monitor payment terms and identify opportunities to capture available discounts and avoid unnecessary late fees or penalties.
• Assist Accounting leadership with cash-disbursement reporting and upcoming payment requirements.
• Coordinate with departments and program leaders to ensure invoices are charged to the appropriate business line, program, department, grant, or funding source.
• Support accounts payable activities across NHHA and affiliated nonprofit partners while maintaining accurate separation and allocation of expenses between entities.
• Assist in monitoring and controlling company expenses related to accounts payable.
• Identify opportunities to improve A/P workflows, documentation, controls, processing times, procurement processes, and overall efficiency.
• Develop cost-saving initiatives throughout the procurement and accounts payable processes.
• Assist with procurement activities, purchase orders, and vendor management as needed.
• Perform other accounting and accounts payable duties as assigned by the Director of Accounting.

Positions Requirements & Qualifications

• Bachelor's degree or equivalent experience in accounting, finance, business, or a related field.
• 3+ years of accounts payable, accounting, or related finance experience; experience in a multi-entity, nonprofit, healthcare, or grant-funded environment preferred.
• Working knowledge of the full accounts payable cycle, including invoice processing, vendor maintenance, payment processing, reconciliations, and month-end close support.
• Experience with accounting/ERP systems and accounts payable platforms; ability to learn new financial systems quickly.
• Proficiency in Microsoft Office Suite, particularly Excel, Outlook, and Word.
• Strong understanding of general ledger coding, expense allocation, and basic accounting principles.
• Excellent organizational and time management skills with the ability to manage multiple priorities and meet deadlines.
• Strong communication and interpersonal skills with a service-oriented approach to internal teams and vendors.
• Strong attention to detail, accuracy, confidentiality, and follow-through.
• Ability to research discrepancies, identify root causes, and resolve issues independently.
• Ability to work effectively in a fast-paced, multi-entity environment both independently and as part of a team.
• Passion for the healthcare and housing industries and commitment to NHHA's mission.
• Enhance the culture of NHHA through a positive attitude, strong communication skills, accountability, and teamwork.

EEO/ADA Statement

NHHA is an equal opportunity organization committed to diversity, equity, and inclusion in all aspects of service and employment. We do not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other protected status under applicable law. In accordance with the Americans with Disabilities Act (ADA), we provide reasonable accommodations for applicants, employees, and students with disabilities. We encourage individuals from all backgrounds to apply.

Disclaimer

This job description is not designed to cover or contain a comprehensive list of activities, duties, or responsibilities required for the position. Duties and responsibilities may change at any time with or without notice