AP Coordinator (Birmingham, AL)

Vaco; Birmingham (AL); On-site; USD 42,000 - 65,000; Full time

Benefits offered by this job

Discretionary bonuses

Medical, dental, and vision benefits

401(k) retirement plan

Job summary

Vaco in Birmingham, Alabama is seeking an Accounts Payable Coordinator to manage invoices, vendor records, and timely payments in a fast-paced environment. You will code invoices, perform three-way matches, resolve discrepancies, and assist with month-end close and 1099 preparation, with a focus on accuracy and strong organization.

This role requires 2+ years AP experience, proficiency with ERP systems and Excel, and the ability to handle confidential information while maintaining vendor

Qualifications

• Minimum 2 years in accounts payable or related accounting.
• Solid understanding of AP processes and controls.
• Experience with ERP systems and Excel proficiency.
• Strong attention to detail and accuracy.
• Excellent organizational and time management skills.
• Ability to handle confidential financial information.
• Strong communication and problem-solving skills.
• Ability to manage multiple priorities in a fast-paced environment.

Responsibilities

• Process and accurately code invoices for payment.
• Perform three-way matching of POs, receiving docs, and invoices to verify accuracy before payment.
• Investigate and resolve discrepancies between POs, receipts, and invoices.
• Match invoices to purchase orders and supporting documentation.
• Enter invoices and payment information into the accounting system.
• Verify vendor information and resolve invoice discrepancies.
• Prepare and process weekly check, ACH, and electronic payments.
• Reconcile vendor statements and research outstanding balances.
• Respond to vendor inquiries and maintain positive vendor relationships.
• Maintain accurate and up-to-date vendor files.
• Assist with month-end closing activities and AP reconciliations.
• Monitor aging reports and ensure invoices are processed within established timelines.
• Research and resolve duplicate invoices, payment issues, and discrepancies.
• Maintain organized records and documentation for audit purposes.
• Assist with year-end activities, including 1099 preparation.
• Identify opportunities to improve AP processes and efficiency.
• Support the accounting team with additional projects as needed.

Skills

Accounts payable

Excel

Attention to detail

Communication

Time management

Confidential information handling

Problem solving

Multitasking

Tools

ERP systems

Microsoft Excel

Job description

Accounts Payable Coordinator

About the Role

This position will be responsible for processing invoices, performing three-way matching, maintaining accurate vendor records, reconciling accounts, and ensuring vendors are paid accurately and on time.

The ideal candidate is dependable, highly organized, and comfortable working in a fast-paced, high-volume environment.

Key Responsibilities

• Process and accurately code invoices for payment
• Perform three-way matching of purchase orders, receiving documentation, and vendor invoices to verify accuracy before payment
• Investigate and resolve discrepancies between purchase orders, receipts, and invoices
• Match invoices to appropriate purchase orders and supporting documentation
• Enter invoices and payment information into the accounting system
• Verify vendor information and resolve invoice discrepancies
• Prepare and process weekly check, ACH, and electronic payments
• Reconcile vendor statements and research outstanding balances
• Respond to vendor inquiries and maintain positive vendor relationships
• Maintain accurate and up-to-date vendor files
• Assist with month-end closing activities and AP reconciliations
• Monitor aging reports and ensure invoices are processed within established timelines
• Research and resolve duplicate invoices, payment issues, and discrepancies
• Maintain organized records and documentation for audit purposes
• Assist with year-end activities, including 1099 preparation
• Identify opportunities to improve AP processes and efficiency
• Support the accounting team with additional projects as needed

Qualifications

• 2+ years of accounts payable or related accounting experience
• Strong understanding of accounts payable processes
• Experience with accounting ERP systems and proficiency with Microsoft Excel
• Strong attention to detail and accuracy
• Excellent organizational and time-management skills
• Ability to handle confidential financial information
• Strong communication and problem-solving skills
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment

Determining compensation for this role (and others) at Vaco/Highspring depends upon a wide array of factors including but not limited to the individual's skill sets, experience and training, licensure and certifications, office location and other geographic considerations, as well as other business and organizational needs. With that said, as required by local law in geographies that require salary range disclosure, Vaco/Highspring notes the salary range for the role is noted in this job posting. The individual may also be eligible for discretionary bonuses, and can participate in medical, dental, and vision benefits as well as the company's 401(k) retirement plan. Additional disclaimer: Unless otherwise noted in the job description, the position Vaco/Highspring is filing for is occupied. Please note, however, that Vaco/Highspring is regularly asked to provide talent to other organizations. By submitting to this position, you are agreeing to be included in our talent pool for future hiring for similarly qualified positions. Submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied. Further assessment of candidates beyond this initial phase within Vaco/Highspring will be otherwise assessed by recruiters and hiring managers. Vaco/Highspring does not have knowledge of the tools used by its clients in making final hiring decisions and cannot opine on their use of AI products.

EEO Notice

Vaco by Highspring is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.

Vaco by Highspring and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco by Highspring and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact [e-mail].

Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal.

Representation Notice

By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.

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