Accounts Payable Coordinator

Job Summary

The Accounts Payable Coordinator is responsible for managing the accounts payable process within our Skilled Nursing Facility. This role involves processing invoices, ensuring accurate and timely payments to vendors, and maintaining proper documentation and records.

Key Responsibilities:

1. Invoice Processing:
   • Receive, review, and process invoices for goods and services received by the facility.
   • Ensure accuracy, completeness, and proper authorization of invoices.
2. Vendor Communication:
   • Communicate with vendors to address inquiries, resolve discrepancies, and obtain necessary documentation.
   • Establish and maintain positive relationships with vendors.
3. Purchase Order Matching:
   • Match invoices with purchase orders and receive documentation to verify the accuracy of charges.
   • Investigate and resolve discrepancies promptly.
4. Payment Processing:
   • Prepare and process payment batches, including checks, ACH transfers, and electronic payments.
   • Ensure payments are made within established terms and deadlines.
5. Expense Coding:
   • Assign appropriate expense codes to invoices for accurate financial reporting and tracking.
   • Collaborate with department heads to allocate expenses to the correct cost centers.
6. Recordkeeping and Documentation:
   • Maintain organized and up-to-date records of all accounts payable transactions.
   • Archive and store documentation according to retention policies.
7. Month-End Reconciliation:
   • Assist in month-end closing activities related to accounts payable.
   • Reconcile accounts payable sub-ledger with the general ledger.
8. Expense Analysis:
   • Analyze accounts payable data to identify trends, cost-saving opportunities, and areas for process improvement.
   • Provide insights to the finance team.
9. Compliance:
   • Ensure compliance with internal policies, accounting standards, and regulatory requirements in accounts payable processes.
   • Collaborate with auditors during financial audits.
10. Team Collaboration:
    • Collaborate with the finance team, purchasing department, and other relevant departments to facilitate smooth accounts payable processes.
    • Provide support and training to staff on accounts payable procedures.

Qualifications:

• High school diploma or equivalent; additional education in Finance, Accounting, or a related field is a plus.
• Previous experience in accounts payable or a related financial role.

• Knowledge of accounting principles and accounts payable processes.
• Strong attention to detail and accuracy in data entry.
• Effective communication and interpersonal skills.
• Proficiency in using accounting software and Microsoft Excel.

Working Conditions

• Works in office area(s), warehouse, pharmacy, and some positions work in a long-term care environment (i.e. nursing home, drug rooms, nurses’ stations resident rooms, etc.).
• Moves intermittently during working hours.
• Is subject to frequent interruptions.
• Is involved with customers, and customer representatives, family members, residents, personnel, visitors, government agencies/personnel, etc., under all conditions and circumstances.
• Is subject to hostile and emotionally upset residents, family members, personnel, and visitors.
• Communicate with the designated facility staff, nursing personnel, residents, or family members.
• Works beyond normal working hours and on weekends and