Accounts Payable Coordinator

AP Coordinator

It's A Secret Med Spa is an elite medical spa with locations nationwide that empowers people by elevating their natural beauty through high-performance injectables, lasers, and aesthetics. To fulfill our mission of making people feel unstoppable in their everyday lives, we want passionate, positive, and polished individuals to join us. That's where you come in. Join the exciting culture at It's A Secret Med Spa and become a part of our big, fabulous family while taking your skills to the next level. You're going to love it here!

Benefits include: competitive base salary + commission, PTO, multiple health insurance plans, dental, vision, employer paid short-term and long-term disability, employee discounts, 401k, tuition reimbursement, and referral bonus program.

Position Summary

The AP Coordinator owns the day-to-day accounts payable process — from receiving and coding invoices to scheduling payments and reconciling vendor accounts. You'll work closely with practice leadership and our accounting team to maintain clean books, control spend on products and supplies, and support a smooth month-end close.

Key Responsibilities

• Receive, review, and enter vendor invoices, verifying pricing, quantities, and approvals against purchase orders and packing slips.

• Code expenses to the correct GL accounts, classes, and locations, with attention to cost of goods (injectables, fillers, skincare inventory) versus operating expenses.

• Route invoices for approval and prepare weekly payment runs (ACH, check, and card) in line with due dates, early-pay discounts, and cash-flow priorities.

• Manage relationships with key suppliers (e.g., Allergan/AbbVie, Galderma, Revance, medical and laser equipment vendors), including rebate and loyalty-program tracking.

• Reconcile vendor statements and resolve discrepancies, duplicate billings, and credit memos promptly.

• Maintain vendor master data, including collecting and tracking W-9s and supporting year-end 1099 preparation.

• Process and reconcile employee expense reimbursements and company credit card transactions.

• Prepare AP aging reports, accrual schedules, and support documentation for month-end close.

• Help monitor product and supply spend, flagging price changes or unusual activity to leadership.

• Keep AP files organized and audit-ready; follow internal controls and approval policies.

Qualifications

• 2+ years of accounts payable or bookkeeping experience; healthcare, medspa, dermatology, or retail/inventory-based business a plus.

• Experience with Campfire and RAMP preferred.

• Understanding of basic accounting principles, accruals, and the three-way match.

• Exceptional accuracy, organization, and follow-through, with the ability to manage deadlines.

• Clear, professional communication with vendors and internal team members.

• Discretion handling confidential financial and business information.

Preferred

• Associate's or bachelor's degree in accounting, finance, or a related field.

• Exposure to multi-location or class/location-based reporting.

What We Offer

• Competitive hourly pay: $22 – $26/hr

• Health, dental, and vision insurance

• Paid time off and paid holidays

• 401(k) with company match

• Complimentary and discounted treatments

• A supportive, collaborative team and room to grow with the practice