Job Description

The Accounts Payable Coordinator position is responsible for accurate accounting records for receipts and/or disbursements within the company. This is a responsible non-supervisory position. Duties include performing a variety of complex clerical and entry-level bookkeeping and accounting tasks, applying accepted procedures to the preparation and maintenance of accounting and other records, and preparing statistical and/or other reports. Reports to the Financial Controller.  The position requires excellent organizational and communication skills.

Specific job functions:

Monthly Duties

Vendor account maintenanceComplete vendor’s credit application (read over terms and conditions and highlight any unreasonable terms)

Create accounts once appropriate documents are received (eg vendor approval)

Maintain accounts

Gather and verify banking information

Maintain AP e-mailbox

Provide customer service – inquiries, refunds, issue resolution

Vendor invoicesReview invoices for accuracy and ensure all necessary documentation and approvals are received and code and process accordingly (including car leases)

Run accrual purchase report weekly and ensure PO’s are received

Ensure 3-way document matching completed.  Raise non-conformance reports (NCR’s) where necessary

Ensure invoices, POs and supporting documents are saved as pdf

Ensure timing of cost recognition matches revenue recognition

Vendor paymentsReconcile vendor statements, Including Interco Statements

Review vendor aging and take appropriate action

Email payment remittances once payments are released

Month End

Follow up with Operations and Service to ensure all jobs processed and costed

Complete month end close procedures as assigned (e.g. payables accruals, GIT inventory, key in journal entries, run exchange update for Purchase Ledger, freight allocation, run aged inventory reports)

Review and apply unallocated cash and credits

Reconcile petty cash.

Prepare journal entry to record credit card transactions and ensure that transactions on credit card are approved via concur download.

Prepare Intercompany account reconciliations and balance confirmations

Prepare account reconciliations (eg trade payables, GRN Accruals-Third party, TBD)