Accounts Payable Coordinator — Growth & Benefits

It; Irving (TX); On-site; USD 30,000 - 36,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

401(k) with company match

Paid time off

Complimentary treatments

Discounted treatments

Team growth opportunities

Job summary

It’s A Secret Med Spa is seeking an AP Coordinator to own the day-to-day accounts payable process, from receiving invoices to reconciling vendor accounts and month-end close.

You will work with practice leadership and our accounting team to maintain clean books, control spend on products and supplies, and support a smooth month-end close. This role involves managing relationships with key suppliers and ensuring accurate, timely payments across injectables, skincare inventory, and equipment.

Qualifications

• 2+ years of accounts payable or bookkeeping experience; healthcare, medspa, dermatology, or retail/inventory-based business a plus.
• Experience with Campfire and RAMP preferred.
• Understanding of basic accounting principles, accruals, and the three-way match.
• Exceptional accuracy, organization, and follow-through, with the ability to manage deadlines.
• Clear, professional communication with vendors and internal team members.
• Discretion handling confidential financial and business information.

Responsibilities

• Receive, review, and enter vendor invoices, verifying pricing, quantities, and approvals against purchase orders and packing slips.
• Code expenses to the correct GL accounts, classes, and locations, with attention to cost of goods (injectables, fillers, skincare inventory) versus operating expenses.
• Route invoices for approval and prepare weekly payment runs (ACH, check, and card) in line with due dates, early-pay discounts, and cash-flow priorities.
• Manage relationships with key suppliers (e.g., Allergan/AbbVie, Galderma, Revance, medical and laser equipment vendors), including rebate and loyalty-program tracking.
• Reconcile vendor statements and resolve discrepancies, duplicate billings, and credit memos promptly.
• Maintain vendor master data, including collecting and tracking W-9s and supporting year-end 1099 preparation.
• Process and reconcile employee expense reimbursements and company credit card transactions.
• Prepare AP aging reports, accrual schedules, and support documentation for month-end close.
• Help monitor product and supply spend, flagging price changes or unusual activity to leadership.
• Keep AP files organized and audit-ready; follow internal controls and approval policies.

Skills

Accounts payable

Vendor management

Financial accuracy

Communication

Education

Associate's degree in accounting or finance

Tools

Campfire

RAMP

Job description

It’s A Secret Med Spa is seeking an AP Coordinator to own the day-to-day accounts payable process, from receiving invoices to reconciling vendor accounts and month-end close.

You will work with practice leadership and our accounting team to maintain clean books, control spend on products and supplies, and support a smooth month-end close. This role involves managing relationships with key suppliers and ensuring accurate, timely payments across injectables, skincare inventory, and equipment.