AP & Trust Accounting Coordinator

The AP & Accounting Coordinator is responsible for supporting the firm’s day-to-day accounting and financial operations through accurate bookkeeping, accounts payable management, financial record maintenance, and administrative accounting support. This role ensures timely and accurate processing of financial transactions, maintains organized accounting records, supports trust accounting procedures, and assists firm leadership and external accounting partners in maintaining financial accuracy and operational efficiency. The AP & Accounting Coordinator plays a key operational role in supporting the firm’s accounting infrastructure while helping maintain compliance, accountability, and financial organization across all systems and processes. Core Responsibilities Process vendor invoices, bills, reimbursements, and payment requests accurately and timely. Issue vendor payments, checks, ACH transactions, and wire requests in accordance with firm procedures. Maintain vendor records, W-9 documentation, and payment histories. Monitor accounts payable deadlines and ensure timely payment of all financial obligations. Communicate professionally with vendors regarding invoices, payment status, and account inquiries. 2. Daily Bookkeeping & Transaction Management Maintain accurate bookkeeping records within QuickBooks and related accounting systems. Record and categorize financial transactions appropriately. Assist with daily banking activity, deposits, and account monitoring. Maintain organized and audit-ready financial records and supporting documentation. Assist with general ledger maintenance and transaction accuracy. Support accurate expense coding and financial data entry. 3. Trust Account Administration & Settlement Processing Process settlement-related disbursement checks and payments in accordance with approved settlement statements and firm procedures. Coordinate settlement funding transactions and verify settlement deposits. Monitor trust account balances and activity to ensure accuracy and proper fund segregation. Assist with trust account reconciliations and documentation preparation. Maintain accurate trust accounting records and supporting documentation. Coordinate with attorneys, settlement personnel, and operations staff regarding settlement-related accounting activity. Escalate discrepancies, shortages, or trust-related concerns promptly to management and external accounting professionals. Support compliance with firm trust accounting procedures and applicable IOLTA requirements. 4. Coordination with External Accounting Team Provide requested financial records and supporting documentation to external accountants and financial consultants. Assist with month-end close preparation and reconciliation support. Maintain organized accounting records to support financial reporting, tax preparation, and audits. Respond timely to requests from external accounting professionals. 5. Financial Organization & Process Improvement Maintain consistent accounting procedures and documentation standards. Identify opportunities to improve accounting workflows and operational efficiency. Assist with implementation and optimization of accounting systems and operational tools. Support continuous improvement initiatives within the accounting department. 6. Other Duties as Assigned Perform additional responsibilities, special projects, and reporting requests as assigned by management. Exceptional attention to detail and organizational skills. Strong integrity and discretion when handling sensitive financial information and client funds. Ability to manage multiple priorities and deadlines effectively. Reliable follow-through and accountability with minimal supervision. Strong communication and collaboration skills. Process-oriented mindset with commitment to accuracy and consistency. Ability to learn new systems and procedures efficiently. Cultural Fit Demonstrates professionalism, reliability, and accountability. Team-oriented and service-minded approach. Positive, solution-focused attitude. Comfortable working in a fast-paced, high-accountability environment. Supports continuous improvement and operational excellence. Technical Skills Proficiency in QuickBooks and Microsoft Office 365, particularly Excel. Familiarity with bookkeeping and accounts payable procedures. Experience with legal accounting, trust accounting, or IOLTA procedures preferred. Strong organizational and documentation skills. Education & Experience Requirements 5+ years of bookkeeping or accounting experience required. Prior law firm accounting experience strongly preferred. Prior trust accounting/IOLTA experience required. Experience in plaintiff contingency fee law firm accounting preferred. Experience supervising or training accounting staff preferred. Associate’s or Bachelor’s degree in Accounting, Finance, or related field preferred. #J-18808-Ljbffr Pandit Law Firm