Job Description

The Accounting Coordinator plays a vital role in supporting the finance department by handling day-to-day accounting tasks, maintaining accurate financial records, and assisting with reporting and compliance. This position is primarily focused on Accounts Payable responsibilities but will also provide support across general accounting functions. The ideal candidate is detail-oriented, organized, and eager to learn, with a strong ability to communicate and collaborate across departments.

Key Responsibilities:

Accounts Payable (AP)

• Enter and process vendor invoices in the accounting system (QuickBooks).
• Perform 3-way matching (invoices, purchase orders, receiving documents).
• Verify approvals, account coding, and compliance with company policies.
• Schedule and prepare check runs; ensure timely vendor and utility payments.
• Maintain accurate vendor records, including W-9s, contact info, and payment terms.
• Monitor and follow up on vendor credits, refunds, and invoice discrepancies.
• Communicate with vendors regarding payment status and inquiries.
• Run and distribute AP aging reports.

Reconciliations & General Accounting

• Reconcile AP subledger to the general ledger.
• Reconcile bank and credit card statements (training provided for pivot tables/posting if needed).
• Assist with month-end and year-end closing processes.
• Support fixed asset tracking and general ledger maintenance.
• Assist with year-end audit preparation, including document gathering.

Data Entry & Recordkeeping

• Accurately input financial data into accounting software.
• Maintain organized physical and digital files (invoices, contracts, receipts, etc.).
• Update vendor information and ensure database integrity.

Administrative Support & Compliance

• Answer phones and handle basic vendor/staff inquiries.
• Open and distribute mail related to accounting.
• Assist in updating internal documentation and SOPs.
• Ensure adherence to accounting policies, internal controls, and compliance requirements.
• Provide ad hoc support for financial reporting and cross-departmental projects.

Qualifications:

• Education: Associate’s degree in Accounting, Finance, or related field preferred
• Experience: 1–2 years in accounting, accounts payable, or finance role preferred (entry-level candidates with strong skills considered).

Technical Skills:

• Proficient in Microsoft Office Suite, especially Excel (pivot table training available).
• Experience with accounting software (QuickBooks, Sage, or similar) a plus.

Core Skills:

• Strong attention to detail and organizational skills.
• Ability to manage multiple tasks and meet deadlines.
• Clear written and verbal communication skills.

Knowledge:

• Basic understanding of accounting principles.
• Familiarity with AP processes and general ledger reconciliation.

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