Accounts Payable Coordinator

Accounts Payable Coordinator

TICO is seeking a detail-oriented and organized Accounts Payable Coordinator to join our accounting team full-time (5 days a week) on site in our Savannah, GA office. This position will be responsible for managing the day-to-day accounts payable process, ensuring invoices are accurately entered, properly coded, approved, and paid in a timely manner. The ideal candidate will have hands-on experience with Microsoft Dynamics 365 Business Central, strong attention to detail, and a solid understanding of accounts payable processes and accounting principles.

Essential Duties and Responsibilities:

• Process a high volume of vendor invoices for freight, transportation, raw materials, inventory, supplies, equipment, and general operating expenses.
• Enter and maintain invoices, credit memos, and other AP transactions in Microsoft Dynamics 365 Business Central.
• Match vendor invoices against purchase orders, receiving documentation, packing slips, and freight documentation.
• Perform three-way matching and investigate discrepancies between purchase orders, receipts, and vendor invoices.
• Verify pricing, quantities, freight charges, taxes, payment terms, and other invoice details before processing payments.
• Process freight and transportation invoices and reconcile charges against shipping documentation and agreed-upon rates.
• Maintain accurate vendor accounts and assist with new vendor setup, W-9 collection, and vendor information updates.
• Reconcile vendor statements and research outstanding, duplicate, missing, or disputed invoices.
• Prepare and process vendor payment runs in accordance with company payment schedules and established approval procedures.
• Monitor AP aging and follow up on invoices approaching or exceeding payment terms.
• Communicate with vendors regarding invoice status, payment inquiries, credits, discrepancies, and account balances.
• Research and resolve purchase order, receiving, pricing, quantity, and freight discrepancies.
• Assist with month-end close by ensuring invoices and expenses are recorded in the appropriate accounting period.
• Assist with accruals for received-not-invoiced inventory, freight, manufacturing expenses, and other outstanding liabilities.
• Reconcile AP-related general ledger accounts and investigate unusual or outstanding balances.
• Maintain accurate documentation and support internal controls related to purchasing and accounts payable.
• Assist with 1099 preparation, vendor reporting, audits, and year-end accounting activities.
• Utilize Business Central to research purchase orders, receipts, vendor ledgers, invoice history, payment information, and account balances.
• Process daily bank deposits and ensure transactions are recorded accurately and timely.
• Approve bank ACH transactions in accordance with company policies and procedures.
• Review and approve Positive Pay issues with the bank to help ensure accurate and secure payment processing.
• Close and maintain invoices, credit memos, and related transactions in the TMT Fleet Maintenance System.
• Manage and maintain petty cash, including monitoring balances and supporting documentation.
• Process virtual card payments and ensure transactions are properly recorded and reconciled.
• Identify opportunities to improve AP processes, reduce invoice processing time, and increase accuracy and efficiency.
• Maintain organized electronic records of invoices, approvals, receiving documents, and payment support.
• Assist the accounting team with other accounting, administrative, and reporting responsibilities as needed.

Required Qualifications:

• 2+ years of accounts payable or related accounting experience.
• Hands-on experience using Microsoft Dynamics 365 Business Central required.
• Strong understanding of accounts payable processes and basic accounting principles.
• Experience with invoice processing, three-way matching, vendor reconciliations, and payment processing.
• Strong attention to detail and accuracy.
• Excellent organizational and time-management skills.
• Ability to prioritize multiple tasks and meet deadlines.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Excel and Microsoft Office.

Education & Experience:

• High school diploma or equivalent required for this position.
• Experience with purchase orders and inventory-related invoices.
• Familiarity with 1099 reporting and year-end AP processes.
• Experience identifying and implementing accounts payable process improvements.
• Verbal and written communication skills for effective phone and email interactions, internally and externally with our customers.
• Able to work independently and as a team.
• Strong organizational, tracking skills and habits.