Accounts Payable Coordinator - Virtual Company
Minneapolis, MN 55402
About the Job
Primary Function
Process vendor invoices and work with vendors, sales teams and customer service representatives as needed to resolve problems and maintain a positive cost-effective relationship with the vendor. Resolve issues that could delay billing to the customers or payments to the vendor. Maintain productivity standards for volume of invoices processed.
Principle Duties and Responsibilities
- Review and process vendor invoices for payment. Resolve discrepancies on invoices with team members in other departments. Determine if the vendor should be paid in full, or if further action needs to be taken in order to resolve the issue.
- Verify the accuracy of credit memo requests received. Resolve with originating internal team member if the form is incomplete or mathematically inaccurate. Process accordingly to ensure the customer receives all credits due.
- Review payment selection report weekly for vendor invoices entered incorrectly or checks that should not be cut. Print vendor checks, distribute for signatures, attach appropriate paperwork to the check, and mail to the vendors.
- Reconcile vendor statements monthly, involving the vendors’ accounts receivable department when necessary.
- Balance the cost side customer orders monthly. Initiate & process adjustments as necessary to resolve discrepancies.
- Complete vendor credit applications, review terms and conditions, obtain approvals and return forms to the vendor.
- Maintain W9 files.
- Create accounts for new vendors.
- Back-up other accounting department team members, and accept other duties as assigned by the Accounts Payable/Invoicing Supervisor or Controller.
- Provide support and service to both internal and external customers in a professional, customer service-oriented manner.
- Participate in quality/continuous improvement activities within your individual job function, the accounting department and the company.
- While this job description accurately represents the current primary duties of the role, functions may be adapted as necessary to meet business need.
Core Strengths/Attributes:
- Communicates/Collaborates Effectively: Strong verbal and written communication and presentation skills. Ability to tailor message across a variety of audiences. Strong interpersonal skills; develops and maintains positive relationships internally and externally. Strong team player.
- Strategizes and Problem Solves: Problem solving orientation; critical thinking skills; understands how their work relates to the whole; generates new ideas that add value; ability to seek out appropriate information to make effective decisions.
- Execution Management: Works quickly to get things done; uses resources effectively; detail oriented and high level of accuracy. Owns execution of tasks and demonstrates excellent follow through. Drives for Results and fosters a sense of urgency.
- Demonstrates Accountability: Strong self discipline and motivation. Shows initiative, takes responsibility for work and actions, high level of integrity.
Reporting/Working Relationships
INTERNAL: Interacts with sales teams & project coordinators to resolve issues with vendor invoices, and other exception transactions as they occur.
EXTERNAL: Interacts with vendor contacts to resolve issues relating to delivery of product, cash discounts, early payments, short-payments, or statements.
Minimum Job Requirements
- High school degree
- Basic computer skills and experience with Excel spreadsheets and Microsoft Word
- Excellent typing/ 10-key skills
- 2-year degree
- Intermediate level Excel skills
Vaco values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply.
EEO Notice
Vaco is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.
Vaco LLC and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco LLC and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact HR@vaco.com .
Vaco also wants all applicants to know their rights that workplace discrimination is illegal.
By submitting to this position, you agree that you will be giving Vaco the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.
Privacy Notice
Vaco LLC and its parents, affiliates, and subsidiaries (“we,” “our,” or “Vaco”) respects your privacy and are committed to providing transparent notice of our policies.
- California residents may access Vaco’s HR Notice at Collection for California Applicants and Employees here.
- Virginia residents may access our state specific policies here.
- Residents of all other states may access our policies here.
- Canadian residents may access our policies in English here and in French here.
- Residents of countries governed by GDPR may access our policies here.
Pay Transparency Notice
Determining compensation for this role (and others) at Vaco depends upon a wide array of factors including but not limited to:
- the individual’s skill sets, experience and training;
- licensure and certification requirements;
- office location and other geographic considerations;
- other business and organizational needs.
With that said, as required by local law, Vaco believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.