AP and Expense Coordinator

Rockwell-Group; New York (NY); On-site; USD 65,000 - 75,000; Full time

Job summary

Rockwell Group in New York seeks an AP and Expense Coordinator to join the Accounting team and help manage payables, card program administration, and expense reviews in a fast-paced studio environment.

The role requires strong Excel skills, attention to detail, and excellent communication, with responsibilities spanning invoice processing, vendor management, and client billing to ensure timely payments.

Qualifications

• Associate or bachelor’s degree in accounting, finance, or business administration.
• 2+ years experience in accounting, T&E management, or corporate card administration.
• Proficiency in Microsoft Excel (VLOOKUPs, Pivot Tables) and familiarity with ERP/expense software (SAP, Oracle, Concur).
• High ethical standards with discretion handling sensitive data.

Responsibilities

• Assist with coordinating and gathering approved vendor/consultant invoices for processing.
• Process and review invoices per payment terms (weekly).
• Manage vendor records and ensure banking information is current.
• Schedule and process payments (checks, ACH, transfers) to avoid late fees.

Skills

Interpersonal communication

Attention to detail

Ethics and discretion

Organizational skills

Education

Associate or bachelor’s degree in accounting, finance, or business administration

Tools

Excel

Deltek Vantagepoint

SAP

Oracle

Concur

Job description

Position: AP and Expense Coordinator

Studio/Department: Accounting

Rockwell Group, an award-winning architecture and multi-disciplinary design firm, seeks a Studio Billing Coordinator with experience for a fast-paced environment. Superb Communication and organizational skills required.

Main responsibilities include

Accounts Payables

• Assisting with coordinating and gathering approved vendor/consultant invoices for processing
• Invoice processing- receive, review, and enter approved vendor invoices per payment terms (weekly)
• Help with Vendor management- ensuring vendor record and banking information is current
• Schedule and process payments, including checks, electronic transfers, and ACH
• Monitor payment schedules to ensure timely disbursements and avoid late fees
• Address and resolve payment discrepancies and issues with vendors

Corporate Credit Card Program Administration: (Monthly and Weekly)

• Format Deltek Vantagepoint uploads, ensuring the control total reconciles with the statement balance.
• Send monthly emails to cardholders notifying them that charges are ready to be reconciled in Vision, with a completion deadline of 5-7 days.
• Follow up with cardholders who have not submitted their reports by the indicated deadline.
• Review submitted corporate credit card expense reports
• Coordinate with card issuers to dispute unauthorized charges, investigate anomalies, and flag suspicious activity

Expense Review (Weekly)

• Audit employee expense reports (verifying the correct usage of categories, phases, accounts, etc.)
• validate receipts
• Enforce travel and entertainment (T&E) policy compliance ( company and project)
• Policy Enforcement & Training: Educate staff on expense workflows, handle policy violations, and manage exception approval processes

Billing- (Reimbursable)

• Work with fee billers on monthly basis to capture all Project related expenses( receipts, travel bookings and vendor invoices) by monthly deadline
• Client Billing : creating, sending, revising invoices to the client as needed
• Ensure that all billed costs match client contracts, project budgets, and corporate policies
• Dispute Resolution: Answer client billing questions and fix invoice errors
• Track payment status, follow up on unpaid balances, and reconcile accounts

Qualifications

• Associate or bachelor’s degree in accounting, finance, or business administration
• 2+ years experience working in accounting, T&E management, or corporate card administration
• Proficiency in Microsoft Excel (VLOOKUPs, Pivot Tables) required, experience working with vista point or other ERP/expense software (SAP, Oracle, Concur) a plus
• High ethical standards with discretion with sensitive data
• Strong interpersonal communication skills
• Sharp attention to detail

General Information

This is a Full Time – In Studio position. Salary is commensurate with qualifications and experience ranging from $65,000 to $75,000.

Rockwell Group is an equal opportunity employer committed to a diverse, equitable, and inclusive workplace. Women, minorities, individuals with disabilities, and veterans are encouraged to apply.