Accounts Payable & Administrative Coordinator

Position Summary

The Accounts Payable Clerk is responsible for processing vendor payments, maintaining accurate financial records, and ensuring compliance with company accounting procedures. This role also supports purchasing activities, reconciliations, and month-end accounting functions while working closely with vendors and internal departments.

Accounts Payable Responsibilities

Review, verify, and process vendor invoices for payment.

Prepare accounts payable payments.

Maintain vendor records, including W-9 forms and tax certificates.

Respond to vendor inquiries and resolve payment discrepancies.

Audit freight bills and reconcile invoices against shipping documentation.

Support purchasing by obtaining pricing, availability, and delivery information from vendors.

Maintain procurement records, inventory-related documentation, and purchasing files.

Administrative Coordinator Responsibilities

Greet visitors, ensuring a welcoming and professional office environment.

Collect, sort, and distribute daily mail, deliveries, and courier packages.

Maintain our paperless office environment

Perform general office duties, including scanning, and copying

Maintain / Order office supply inventory as necessary

Answer, screen, and route incoming calls in a professional manner, taking accurate messages.

Assist in additional tasks and projects as assigned by management.

Qualifications

High school diploma or GED required.

2+ years of Accounts Payable experience (in a Manufacturing environment a plus)

Proficiency with Microsoft Excel, and Microsoft Office.

Strong attention to detail and organizational skills.

Ability to maintain confidentiality and exercise sound judgment.

Excellent written and verbal communication skills.

Experience with vendor relations and account reconciliation is preferred.

Core Competencies

Accuracy and Thoroughness

Professionalism

Ethical Conduct

Confidentiality

Time Management

Work Environment

Office-based position located in Rockledge, Florida.

Regular use of computers, phones, printers, and office equipment.

This position is largely a sedentary role

DISCLAIMER

This job description is intended to describe the general nature and level of work being performed by employees assigned to this position. It is not intended to be an exhaustive list of all duties, responsibilities, qualifications, or working conditions associated with the position. Management reserves the right to modify, add, or remove duties and to assign other responsibilities as necessary to meet business needs.

Nothing in this job description shall be construed as creating an employment contract, expressed or implied. Employment is at-will and may be terminated by either the employee or the employer at any time, with or without cause or notice, in accordance with applicable Florida and federal law.

The employer is an Equal Opportunity Employer and complies with all applicable federal, state, and local employment laws. Reasonable accommodations may be provided to qualified individuals with disabilities as required by law.