Accounts Payable Coordinator

Accounts Payable Coordinator

The Accounts Payable Coordinator is responsible for accurate and timely execution of daily and monthly accounts payable functions in a dynamic, fast-paced environment. This role requires adaptability, collaboration, and strong customer service skills. The ideal candidate brings experience in both domestic and international accounts payable, working with global vendors, multiple currencies, and varying compliance requirements.

Essential Responsibilities & Duties

• Process detailed invoices, ensuring accuracy of backup documentation, account coding, payment terms, and approvals.
• Investigate and resolve invoice discrepancies, communicating with internal teams and vendors as needed.
• Handle international AP transactions, including foreign currency invoices, exchange rate validation, and region-specific tax requirements.
• Reconcile domestic and international vendor statements, confirm payments, and resolve any variances.
• Respond promptly and professionally to inquiries from internal staff, external partners, and global vendors.
• Review and reconcile employee expense reports for policy compliance and accuracy.
• Ensure adherence to AP policies, internal controls, and audit standards.
• Maintain organized and accurate digital AP records in accordance with company policy and accepted accounting principles.
• Apply sales/use tax rules and support global tax compliance, including VAT/GST considerations where applicable.
• Assist with annual IRS W-9 and 1099 preparation, along with supporting documentation for international vendors as needed.
• Support special projects and perform other duties as assigned.

Minimum Qualifications

• Bachelor's Degree preferred, or equivalent professional experience.
• Minimum 10 years of full-cycle Accounts Payable experience in a medium to large corporate environment.
• Prior experience processing international accounts payable, including foreign vendors and multi-currency transactions.
• Multi-year experience preparing and electronically submitting IRS 1099s
• Strong attention to detail, ability to prioritize, and commitment to accuracy.
• Ability to learn quickly, multitask, work independently, and adapt to frequent changes.
• Solid problem-solving skills with reliable follow-through.
• Professional communication skills with the ability to engage effectively across all organizational levels.
• Excellent customer service and vendor-relations skills.
• Intermediate or higher proficiency in Excel.
• Demonstrated proficiency with SAP Concur, ERP systems, Microsoft Office (Word, Outlook, Teams), and Adobe Acrobat Standard.

Special Skills

• Keyboarding speed of 70–80 wpm.
• Skilled and accurate use of 10-key keypad.
• Prior hands-on experience with ERP systems, with strong aptitude for learning new financial software tools.

We are GEI.

Some of the world's most pressing problems – from climate change to sustainable development, to critical infrastructure and the future of our energy supply – need our brightest and diverse minds working together to create safer, more resilient communities for tomorrow.

We are technical experts, collaborators, and entrepreneurs who draw from diverse backgrounds to solve our clients' most complex challenges.

With several offices across North America, we offer a range of engineering, science, and technical consulting services. Our range of expertise, project types, and culture make us the choice for top talent in the AEC industry.

Employee-owned. Employee-focused.

As an employee-owned company, our employees support our flat leadership structure, have a say in how our business operates and benefit from our financial success. We are committed to employee growth with career development opportunities, competitive total rewards, a well-being program, flexible work arrangements and more. Our company culture is driven by our 4 Cs – we are Client-Centered, Curious, Collaborative, and Community Minded – which support our focus on sustainability, safety, diversity, equity and inclusion.

GEI's Total Rewards Package Includes

• Market-Competitive Compensation, including Eligibility for an Annual Performance Bonus
• Pay Range For This Position: $33.50 – $38.50/hour
• Comprehensive Benefits Program, including Medical, Dental, Vision, Life, Disability and More
• Well-Being Program and Paid Parental Leave
• Commuter Benefits
• Hybrid Work Schedules and Cell Phone Stipends
• GEI University (GEIU) with Continuing Education Assistance and Tuition Reimbursement
• Connecting Conversation Program with a Focus on Professional Development and Opportunities for Advancement
• Support and Financial Rewards for Publication Awards, Professional Dues, and Professional Licenses
• Paid Holidays and Generous Paid Time Off Program
• Rewards and Recognition
• GEI-Funded Profit Sharing and 401(k)
• Opportunity to be an Owner and Shareholder
• A Vibrant Culture that is Focused on Partnership, Sustainability, Giving Back to Our Communities and Diversity, Equity and Inclusion
• And More…

PHYSICAL REQUIREMENTS

WORK ENVIRONMENTFunctional Demands: XSedentaryLightMediumOtherActivity Level Throughout Workday(check one per row)Physical Activity RequirementsOccasional(0-35% of day)Frequent(33-66% of day)Continuous(67-100% of day)Not ApplicableSittingXStandingXWalkingXClimbingXLifting (floor to waist level) (in pounds)(0-25 lbs)Lifting (waist level and above) (in pounds)(0-25 lbs)Carrying objectsXPush/pullXTwistingXBendingXReaching forwardXReaching overheadXSquat/kneel/crawlXWrist position deviationXPinching/fine motor skillsXKeyboard use/repetitive motionXTaste or smellXTalk or hearXAccurate 20/40Very Accurate 20/20Not ApplicableNear VisionXFar VisionXYesNoNot ApplicableColor DiscriminationXSensory RequirementsMinimalModerateAccurateNot ApplicableDepth perceptionXHearingXEnvironment RequirementsOccupational Exposure Risk PotentialReasonably AnticipatedNot AnticipatedBlood borne pathogensXChemicalXAirborne communicable diseasesXExtreme temperaturesXRadiationXUneven surfaces or elevationsXExtreme noise levelsXDust/particulate matterXOther (exposure risks):Usual workday hours:X81012Other work hours - WORK ENVIRONMENT - Functional Demands: - X - Sedentary - Light - Medium - Other - Activity Level Throughout Workday(check one per row) - Physical Activity Requirements - Occasional(0-35% of day) - Frequent(33-66% of day) - Continuous(67-100% of day) - Not Applicable - Sitting - X - Standing - X - Walking - X - Climbing - X - Lifting (floor to waist level) (in pounds) - (0-25 lbs) - Lifting (waist level and above) (in pounds) - (0-25 lbs) - Carrying objects - X - Push/pull - X - Twisting - X - Bending - X - Reaching forward - X - Reaching overhead - X - Squat/kneel/crawl - X - Wrist position deviation - X - Pinching/fine motor skills - X - Keyboard use/repetitive motion - X - Taste or smell - X - Talk or hear - X - Accurate 20/40 - Very Accurate 20/20 - Not Applicable - Near Vision - X - Far Vision - X - Yes - No - Not Applicable - Color Discrimination - X - Sensory Requirements - Minimal - Moderate - Accurate - Not Applicable - Depth perception - X - Hearing - X - Occupational Exposure Risk Potential - Reasonably Anticipated - Not Anticipated - Blood borne pathogens - X - Chemical - X - Airborne communicable diseases - X - Extreme temperatures - X - Radiation - X - Uneven surfaces or elevations - X - Extreme noise levels - X - Dust/particulate matter - X - Other (exposure risks): - Usual workday hours: - X - 8 - 10 - 12 - Other work hours

GEI is an AA/equal opportunity employer, including disabled and veterans.