Data Entry and AP Coordinator

Job Description

Job Description

Position Summary

We are seeking a highly organized, detail-oriented Data Entry & Accounts Payable Coordinator to join our team in our Plant City, Florida office. This position plays a key role in ensuring the accuracy and timely processing of invoices through three-way matching while supporting daily office operations.

The ideal candidate is a self-starter with excellent attendance, strong mathematical aptitude, exceptional attention to detail, and the ability to work collaboratively across multiple departments in a fast-paced manufacturing environment.

Key Responsibilities

Accounts Payable & Invoice Processing

• Perform accurate data entry of invoices into company systems.
• Review, reconcile, and approve vendor invoices through three-way matching (Purchase Order, Proof of Delivery, and Invoice).
• Research and resolve invoice discrepancies by working closely with Purchasing, Warehouse, Operations, and Accounting.
• Ensure invoices are processed accurately and in a timely manner.
• Maintain organized electronic and physical invoice records.

Data Entry & Reporting

• Enter and maintain accurate information in Excel and internal software systems.
• Verify data accuracy and identify discrepancies.
• Prepare spreadsheets, reports, and supporting documentation as needed.
• Maintain confidentiality of financial and company information.

Office Administration

• Order and maintain office supplies.
• Scan, file, and organize documents.
• Assist with general administrative duties to support the office and plant operations.
• Support special projects and other administrative tasks as assigned.

Cross-Functional Collaboration

• Communicate professionally with internal departments and vendors.
• Partner with Purchasing, Accounting, Customer Service, Warehouse, and Operations to resolve issues efficiently.
• Build positive working relationships while maintaining a high level of customer service.

Qualifications

Required

• High school diploma or equivalent.
• 2+ years of experience in data entry, accounts payable, accounting support, or office administration.
• Strong attention to detail with a high degree of accuracy.
• Advanced math and reconciliation skills.
• Proficient in Microsoft Excel and Microsoft Office.
• Excellent organizational and time management skills.
• Strong written and verbal communication skills.
• Ability to prioritize multiple tasks while meeting deadlines.
• Dependable with excellent attendance and punctuality.
• Self-motivated with the ability to work independently and as part of a team.

Desired Attributes

• Exceptional attention to detail.
• Strong analytical and problem-solving abilities.
• Positive attitude with a willingness to learn.
• Professional, courteous, and team-oriented.
• Reliable and accountable.
• Ability to maintain accuracy in a fast-paced environment.