Coordinator, Accounts Payable (Temporary to Hire)

Position Summary

The Coordinator, Accounts Payable is directly responsible for the processing and administration of Accounts Payable transactions related to inventory, non-inventory, packaging, and freight invoices. The role includes managing vendor payments through multiple payment methods, maintaining accurate financial records, and performing reconciliations of vendor and General Ledger accounts to support the integrity of financial reporting. 

This position requires regular interaction and collaboration with vendors, banks, external auditors, department managers, other FFF associates, and Finance Department personnel to support Accounts Payable operations and ensure the timely resolution of financial and payment-related matters. 

Essential Functions and Duties

• Process inventory and operating expense payables under their responsibility, ensuring company liabilities are accurately and timely recognized, adequately documented, and appropriately authorized in accordance with company policies and procedures. 
• Prepare and process payment proposals for check runs, freight transfers, electronic funds transfers (EFTs), and credit card payments. 
• Manually prepare and distribute EFT remittances and supporting documentation to facilitate timely and accurate vendor payments. 
• Monitor the Accounts Payable email inbox, facilitate invoice approval workflows by routing invoices to the appropriate managers and approvers, and respond to vendor and employee inquiries promptly while maintaining a high level of customer service. 
• Conduct vendor statement reconciliations, investigate discrepancies, and coordinate the collection of supporting invoices, credit memos, and debit memos to ensure vendor accounts remain accurate and up to date. 
• Partner with Pharmacy Purchasing Coordinators and Nursing Coordinators to investigate, reconcile, and resolve disputed invoices and related payment issues, fostering positive vendor relationships and ensuring accurate financial records. 
• Maintain accurate and detailed records of all debit and credit memos related to inventory price adjustments. Ensure debit and credit memos are communicated promptly to the appropriate vendors and escalate outstanding or aging items to management as necessary. 
• Review and analyze the Received Not Invoiced (RNI) report to identify and follow up on missing invoices and credit memos, ensuring timely resolution and accurate accounts payable records. 
• Receive, scan, and file incoming mail. Maintain Accounts Payable files and support AP Specialists with filing needs. 
• Support all internal and external audit activities associated with Accounts Payable. 
• Onboard new vendors, ensuring proper documentation, system setup, and adherence to established procedures. 
• Back up accounts payable processing for other AP staff members as needed. 
• Create, maintain, and periodically revise written procedures and documentation for all Accounts Payable responsibilities, ensuring process transparency, knowledge sharing, and operational continuity. 

General Responsibilities: 

• Continuously strive to improve processes and service quality for internal and external customers. 
• Adhere specifically to all Company policies and procedures, Federal and State regulations, and laws. 
• Display dedication to position responsibilities and achieve assigned goals and objectives. 
• Always represent the Company in a professional manner and appearance. 
• Understand and internalize the Company’s purpose. 
• Display loyalty to the Company and its organizational values. 
• Display enthusiasm and dedication to learning how to be more effective on the job and share knowledge with others. 
• Work effectively with co-workers, internal and external customers, and others by sharing ideas in a constructive and positive manner; listening to and objectively considering ideas and suggestions from others; keeping commitments; keeping others informed of work progress, timetables, and issues; addressing problems and issues constructively to find mutually acceptable and practical business solutions; addressing others by name, title, or other respectful identifier; and respecting the diversity of our workforce in actions, words, and deeds. 
• Comply with the policies and procedures stated in the Injury and Illness Prevention Program by always working in a safe manner and immediately reporting any injury, safety hazard, or program violation. 
• Ensure conduct is consistent with all Compliance Program Policies and procedures when engaging in any activity on behalf of the Company and immediately report any concerns or violations. 
• Other duties as assigned. 

Education, Knowledge, Skills, and Experience

 Required Education: 

• High school diploma required. 
• Some college preferred. 

Required Knowledge: 

• Understanding of fundamental accounting principles, procedures, and financial concepts. 

Required Experience: 

• Minimum of five (5) years of Accounts Payable (A/P) related experience, including three-way invoice matching and invoice processing. 

Required Skills: 

• Must have strong organizational skills. 
• Strong analytical and communication skills are required. 
• Intermediate computer skills, including experience with Microsoft Office Excel and a fully integrated ERP system, preferably SAP. 
• Must have effective verbal and written communication skills. 
• Must have the ability to work with limited supervision and as part of a team. 
• The ability to document formal policies and procedures of accounting processes as they relate to FFF and subsidiaries. 

Preferred Skills: 

• Sound decision-making abilities. 
• Strong interpersonal skills; excellent verbal and written communication skills; strong negotiation skills; strong analytical skills; organized; detail-oriented; ability to prioritize work; ability to recommend solutions to a wide variety of problems and work with minimal supervision; self-starter; team player. 

Required Professional Certification or Licensure: 

• None 

Preferred Professional Certification or Licensure: 

• None 

Physical requirements

Vision, hearing, speech, movements requiring the use of wrists, hands and/or fingers. Must have the ability to view a computer screen for prolonged periods and the ability to sit for extended periods. Must have the ability to work the hours and days required to complete the essential functions of the position, as scheduled.  Must have the ability to lift and maneuver items of at least 20 lbs. Must have the ability to travel occasionally. Working condition include normal office setting.

Mental Demands

Learning, thinking, concentration and the ability to work under pressure, particularly during busy times.   Must be able to pay close attention to detail and be able to work as a member of a team to ensure excellent customer service.  Must have the ability to interact effectively with co-workers and customers, and exercise self-control and diplomacy in customer and employee relations’ situations.  Must have the ability to exercise discretion as well as appropriate judgments when necessary.  Must be proactive in finding solutions.

Direct Reports

No

EEO Statement

FFF Enterprises and Nufactor are an equal opportunity employer and prohibits discrimination and harassment based on the following characteristics: race, color, religion, national origin, physical or mental disability, gender, age (40 years and over) qualified veteran and any other characteristic protected by state or federal anti-discrimination law covering employment. These categories are defined according to Government Code section 12920. The Company prohibits unlawful discrimination based on the perception that anyone has any of those characteristics or is associated with a person who has or is perceived as having any of those characteristics.

Acknowledgement

The above statements are intended to describe the general nature and level of work being performed by the incumbent assigned to this classification.  They are not intended to be construed as an exhaustive list of all responsibilities, duties, and/or skills required of all personnel so classified. 

The undersigned employee acknowledges receipt of the Job Description for the employee’s position and understands the essential functions, responsibilities, and qualifications of the position.  Furthermore, the employee acknowledges that this Job Description does not include all the essential functions of this position, and that these essential functions may change as deemed necessary by the manager.