Accounts Payable Coordinator

Description

The Accounts Payable Coordinator reports to the Accounts Payable Supervisor and is responsible for all aspects of Accounts Payable processing in NetSuite, including invoice capture, three-way match, approval routing, and payment execution. This role ensures company payables policies are understood and followed by all employees submitting invoices and expenses, maintains accurate vendor data, and supports compliance and internal controls across all payment transactions.

Position Responsibilities:

Invoice Processing

• Monitor the AP inbox and NetSuite Bill Capture queue; review scanned and OCR-extracted invoice data for accuracy and correct exceptions before submission.
• Match vendor bills to approved purchase orders and item receipts (three-way match); research and clear quantity, pricing, and receipt variances.
• Ensure invoices are properly coded to the correct general ledger account, subsidiary, department, class/location, job, vessel, and equipment segments.
• Identify and prevent duplicate invoice entry; maintain complete supporting documentation attached to each bill in NetSuite.
• Route invoices through NetSuite approval workflows and follow up on aged items pending in approvers' queues.
• Work with the Purchasing department and vendors to resolve invoice discrepancies, missing purchase orders, and unapproved spend.

Payments

• Prepare and process weekly payment runs (checks, ACH/EFT, and wire transfers) for review and approval, prioritizing due dates and available early-pay discounts.
• Process approved petty cash, employee reimbursement, and credit card expense reports.
• Record and reconcile credit card transactions weekly; balance monthly credit card statements and provide to the Accounts Payable Supervisor for review.
• Research and resolve outstanding, stale-dated, and voided checks; support annual unclaimed property and escheatment reporting.

Vendor Management

• Verify all new and changed vendor banking information through independent callback to a known contact before any payment is released.
• Serve as a point of contact for vendor payment inquiries.
• Perform monthly vendor statement reconciliations to confirm all invoices are recorded and paid within terms.

Close, Compliance, and Reporting

• Support month-end close, including AP accruals, received-not-billed and open purchase order review, and reconciliation of the AP subledger to the general ledger.
• Review and distribute the AP aging; escalate past-due and disputed items.
• Maintain written AP desk procedures; train employees and field personnel on invoice and expense submission requirements.
• Recommend and support process improvements that reduce cycle time, manual touches, and exceptions in the capture-to-pay workflow.
• Perform other duties as required by the Accounts Payable Supervisor, Accounting Manager, Controller, and/or Senior Director of Financial Reporting.

Requirements

• Associate's degree in Accounting, Business, or a related field, or equivalent experience.
• Three or more years of full-cycle accounts payable experience in a high-volume environment.
• Hands-on experience with NetSuite strongly preferred; experience with an automated invoice capture/OCR tool (NetSuite Bill Capture, Ramp, Bill.com, or similar) preferred.
• Proficiency in Microsoft Office, particularly Excel (pivot tables, lookups, and working with large data sets) and Word.
• Working knowledge of three-way match, purchase order processing, and job or project cost accounting.
• Strong attention to detail, organizational skills, and the ability to meet recurring deadlines.
• Professional written and verbal communication skills, with the ability to work effectively with vendors, field staff, and management.
• Discretion in handling confidential vendor, banking, and payroll-adjacent information.

Physical Requirements:

This position primarily operates in a professional office environment and requires prolonged periods of sitting or standing and working at a computer. The employee must be able to communicate effectively, both verbally and in writing, and frequently use hands and fingers to operate standard office equipment. The position may require occasional walking, bending, reaching, stooping, or climbing stairs, as well as occasionally lifting or carrying items weighing up to 15 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.