AP Coordinator

SUMMARY: Under the Supervision of the Controller, the AP Coordinator will require a strong skill set including being detail oriented and service oriented. The AP Coordinator will maintain accurate financial records, managing accounts payable, and ensuring timely reconciliation of balance sheet accounts. Key responsibilities include reconciling bank and expense related balance sheet accounts, reviewing and processing expense reports, and handling of the organization’s vendor payables. Excellent organizational and communication skills are essential, along with the ability to manage multiple tasks efficiently in a fast-paced environment. The AP Coordinator will also assist the CFO as a liaison between the auditors during the annual audit.

ESSENTIAL DUTIES AND RESPONSIBILITIES: (include the following, other duties may be assigned):

• Maintains records according to generally accepted accounting principles including the recordation of general journal entries, accounts payable, accrued expenses, prepaid expenses, cash management, and reconciliation of bank statements.
• Applies strong accounting skills, including A/P, purchasing supporting documentation, journal entries, and all bookkeeping for non-payroll expenses through financial statement preparation.
• Verifies, allocates, and posts details of business transactions to computerized subsidiary accounts from documents such as bank statements, vendor bills, expense reports, and computer printouts.
• Process payments (checks, ACH, wires) ensuring adherence to payment schedules and internal approval workflows.
• Maintain vendor master files, including obtaining and tracking W-9s as well as preparing and submitting 1099’s for tax compliance.
• Serve as primary point of contact for vendors regarding invoices, payments, and account reconciliations.
• For AGC and related subsidiaries, assist with overall GL processing. Summarizes details in separate ledgers or computer files and transfers data to general ledger.
• Work with staff in the compilation and reconciliation of event financial reports.
• Oversee expense reporting platform to ensure that all staff expenditures and reimbursements follow AGC policies and are recorded in a timely manner to the GL. Train new staff on proper use of the expense reporting system and policies during onboarding.
• Participates in other assigned duties and activities needed to support the management functions of the team.
• Support budget development process and timeline for AGC and related entities as needed.
• Support annual audit process as needed.

EDUCATION AND/OR EXPERIENCE:  Bachelor’s degree (B. A.) from four-year college or university with a concentration in accounting preferred; or at least three years related experience and/or training; or equivalent combination of education and experience as well as knowledge of bookkeeping and generally accepted accounting principles.

SUPERVISORY RESPONSIBILITIES: This job has no supervisory responsibilities.

CERTIFICATES, LICENSES, REGISTRATIONS: A current CA driver’s license and proof of auto insurance are required.