Accounts Payable Coordinator-Vendor Relations

Accounts Payable Coordinator - Vendor Relations

The Accounts Payable Coordinator - Vendor Relations serves as a secondary point of contact for major inventory suppliers, account reconciliations, supplier communications, and resolution of open issues or disputes. This role serves as a liaison collaborating with suppliers and internal cross-functional teams to resolve discrepancies, reconcile accounts, and improve invoice processing efficiency. The coordinator delivers high-quality customer service while ensuring compliance with company policies and accounting standards with all internal and external customers.

Responsibilities

• Responsible for reporting, communicating, and coordinating workflow to ensure invoices are processed within defined service level agreements and according to departmental guidelines/procedures for onshore & offshore teams
• Responsible for creating and analyzing various daily and weekly reporting to provide directions to various teams and provide status updates to leadership
• Responsible for review, research, and resolution of JDE AP invoice variance workbench daily
• Responsible for training Vendor Relations Specialists including new specialist training and changes of policies and/or procedures with existing Specialists
• Serves as a first escalation point of contact for AP issues from major inventory suppliers
• Responsible for building and maintaining effective relationships with supplier account representatives and internal business partners
• Ensures Statement Specialists schedule and conduct monthly supplier conference calls to review account statuses, aged balances, and unresolved issues, offering direct support and guidance.
• Ensures consistent and timely communication with suppliers between conference calls.
• Ensures Statement specialists are maintaining current and accurate records of open statement items in PeopleSoft Statement database
• Responsible for Statement specialist audit scorecard completion monthly
• Research & resolve invoice discrepancies, issues & unapplied credits, utilizing internal systems including EDI, JD Edwards, Kofax Total Agility & PeopleSoft
• Analyze root cause and communicate with suppliers regarding past due invoices, disputes and billing or process inefficiencies
• Review and Resolve documents timely in assigned designated workflow software Kofax Total Agility
• Review and Resolve Service Now tickets timely
• Creates and monitors Production daily dashboard.
• Creates and monitors Statement database status reporting weekly
• Creates and monitors Received Not Vouchered reporting weekly
• Build strong partnerships and collaborate with internal and external departments to resolve issues timely
• Responds to inquiries and provides excellent customer service to internal customers
• Assists as backup for specialist duties
• Ensures all month-end tasks, requirements, and reporting are completed timely
• Additional tasks and projects assigned by Management

Qualifications

• A firm understanding of basic AP and Accounting Principles
• Excellent research and resolution skills
• Excellent analytical, problem solving and decision-making skills
• Exceptional oral and written communication & customer service skills
• Ability to work on multiple assignments with competing priorities
• Ability to work in a fast-paced environment as a self-motivated team member
• Excellent organizational skills and attention to detail
• Initiative-taking; able to effectively prioritize tasks and organize schedule
• Demonstrates a sense of urgency and ability to meet deadlines
• Self-starter, able to work in fast paced environment
• Strong work ethic and self-motivation skills
• Results-driven
• Collaborator
• Positive Attitude
• Conflict Management Skills
• Leadership attributes

Preferred Qualifications

• High School graduate or higher
• JD Edwards and PeopleSoft experience preferred
• 2+ years' experience with high volume Accounts Payable Inventory 3-Way Match environment preferred
• Intermediate Excel knowledge required

Physical Demands / Working Environment

• Primarily performed in a professional, climate-controlled office setting, with occasional field responsibilities.
• Position requires working on-site in the office four (4) days per week. The fifth workday may be performed remotely, subject to business needs and manager approval.
• Prolonged sitting (78 hours daily) with frequent computer and 10-key use.
• Occasional standing, walking, bending, and lifting of light objects up to 25 pounds.
• Continuous close vision required for detailed financial data; adequate hearing for phone and virtual communication.
• Requires sustained concentration, attention to detail, and ability to manage multiple deadlines.