Accounts Payable Coordinator-Vendor Relations

The Accounts Payable Coordinator - Vendor Relations serves as a secondary point of contact for major inventory suppliers, account reconciliations, supplier communications, and resolution of open issues or disputes. This role serves as a liaison collaborating with suppliers and internal cross-functional teams to resolve discrepancies, reconcile accounts, and improve invoice processing efficiency. The coordinator delivers high-quality customer service while ensuring compliance with company policies and accounting standards with all internal and external customers.

Responsibilities

• Responsible for reporting, communicating, and coordinating workflow to ensure invoices are processed within defined service level agreements and according to departmental guidelines/procedures for onshore & offshore teams

• Responsible for creating and analyzing various daily and weekly reporting to provide directions to various teams and provide status updates to leadership

• Responsible for review, research, and resolution of JDE AP invoice variance workbench daily

• Responsible for training Vendor Relations Specialists including new specialist training and changes of policies and/or procedures with existing Specialists

• Serves as a first escalation point of contact for AP issues from major inventory suppliers 

• Responsible for building and maintaining effective relationships with supplier account representatives and internal business partners

• Ensures Statement Specialists schedule and conduct monthly supplier conference calls to review account statuses, aged balances, and unresolved issues, offering direct support and guidance.

• Ensures consistent and timely communication with suppliers between conference calls.

• Ensures Statement specialists are maintaining current and accurate records of open statement items in PeopleSoft Statement database 

• Responsible for Statement specialist audit scorecard completion monthly

• Research & resolve invoice discrepancies, issues & unapplied credits, utilizing internal systems including EDI, JD Edwards, Kofax Total Agility & PeopleSoft

• Analyze root cause and communicate with suppliers regarding past due invoices, disputes and billing or process inefficiencies 

• Review and Resolve documents timely in assigned designated workflow software Kofax Total Agility

• Review and Resolve Service Now tickets timely

• Creates and monitors Production daily dashboard.

• Creates and monitors Statement database status reporting weekly

• Creates and monitors Received Not Vouchered reporting weekly

• Build strong partnerships and collaborate with internal and external departments to resolve issues timely

• Responds to inquiries and provides excellent customer service to internal customers

• Assists as backup for specialist duties

• Ensures all month-end tasks, requirements, and reporting are completed timely

• Additional tasks and projects assigned by Management

Qualifications

• A firm understanding of basic AP and Accounting Principles

• Excellent research and resolution skills

• Excellent analytical, problem solving and decision-making skills 

• Exceptional oral and written communication & customer service skills

• Ability to work on multiple assignments with competing priorities

• Ability to work in a fast-paced environment as a self-motivated team member

• Excellent organizational skills and attention to detail

• Initiative-taking; able to effectively prioritize tasks and organize schedule 

• Demonstrates a sense of urgency and ability to meet deadlines

• Self-starter, able to work in fast paced environment

• Strong work ethic and self-motivation skills

• Results-driven 

• Collaborator

• Positive Attitude

• Conflict Management Skills

• Leadership attributes

Preferred Qualifications 

• High School graduate or higher

• JD Edwards and PeopleSoft experience preferred

• 2+ years’ experience with high volume Accounts Payable Inventory 3-Way Match environment preferred

• Intermediate Excel knowledge required

Physical Demands / Working Environment

• Primarily performed in a professional, climate-controlled office setting, with occasional field responsibilities.

• Position requires working on-site in the office four (4) days per week. The fifth workday may be performed remotely, subject to business needs and manager approval.

• Prolonged sitting (7–8 hours daily) with frequent computer and 10-key use.

• Occasional standing, walking, bending, and lifting of light objects up to 25 pounds.

• Continuous close vision required for detailed financial data; adequate hearing for phone and virtual communication.

• Requires sustained concentration, attention to detail, and ability to manage multiple deadlines.

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GPC conducts its business without regard to sex, race, creed, color, religion, marital status, national origin, citizenship status, age, pregnancy, sexual orientation, gender identity or expression, genetic information, disability, military status, status as a veteran, or any other protected characteristic. GPC's policy is to recruit, hire, train, promote, assign, transfer and terminate employees based on their own ability, achievement, experience and conduct and other legitimate business reasons.