Accounts Payable Coordinator

Job Title: Accounts Payable Coordinator

Location: N. Chesterfield, VA

Reports to: Accounts Payable Manager

FLSA Status: Salaried Exempt

Company Overview:

W.O. Grubb Crane Rental is the leading provider of crane rental services in the Mid-Atlantic United States. W.O. Grubb was founded in the 1960’s with a basic concept, which was to provide high quality services, equipment, manpower and superior responsiveness to our customers. W.O. Grubb is one of the largest privately owned and operated crane rental companies in the nation. Multiple locations serve Virginia, Maryland, North Carolina and surrounding states with crane rentals and service.

Description Summary:

Accounts Payable Coordinator is responsible for all payments of goods and services necessary for the operations of the entire organization. Makes suggestions for improvements in work practices and creates processes & procedures. Exercises independent judgment with the planning, prioritizing, and organizing of accounting responsibilities and functions. The Accounts Payable coordinator typically exercises substantial discretion under limited supervision and expected to work as necessary to perform the duties required and in order to produce a check run weekly. This is an onsite position and qualified candidates will need to be capable of being in an office 40+ hours weekly.

Responsibilities:

• Charges expenses to accounts and cost centers by analyzing invoice/expense reports, recording entries.
• Pays vendors by monitoring discount opportunities; verifying federal id numbers; scheduling and preparing checks; resolving purchase orders, contract, invoice, or payment discrepancies and documentation; insuring credit is received for outstanding memos; issuing.
• Stop-payments or purchase order amendments.
• Pays employees by receiving and verifying expense reports, preparing checks.
• Maintains accounting ledgers by verifying and posting account transactions.
• Protects organization's value by keeping information confidential.
• Provide customer service to employees/vendors.
• Ensure accurate coding, authorization, data input and filing of supplier invoices & credit notes, employee expense claims, lodging cards, and credit cards.
• Maintains an organized and efficient filing system.
• Responds to vendor inquiries, maintains a good vendor relations and solves problems.
• Reviews all invoices for appropriate documentation and approval prior to payment.
• Reviews and approves all disbursements for accuracy.
• Maintains and updates all vendor files.
• Attends to vendors’ queries.
• Analyzes and reviews vendor statements and reconciles account discrepancies with vendors.
• Reconciles monthly vendor statements.
• Resolves any discrepancies with vendors.
• Train managers in the PO process and implementation.
• Ensures 1099 and sales tax reporting are completed on time without penalty.
• Verifies the validity of non-recurring invoices, check requests, and expense reports.
• Closes Accounts Payable on a timely basis and processes any transactions that are important such as voiding checks, vendor trial balance, aged A/P, accruals etc.
• Obtain necessary approvals for unusual invoices.
• Creates clear communication to vendors to ensure aligned expectations based upon company policies and procedures.
• Maintains accurate filing of all invoices.
• Printing and mailing checks.
• Matches all checks to the corresponding invoices paid.
• Acts as troubleshooter and implements business process best practices.
• Manages two large credit card accounts. Orders cards for new employees, terminates cards, updates credit limits on cards, provides statement copies each month, reviews submitted back up for discrepancies, reconciles and codes each statement before entering data into accounting system and processing payments.
• Manages garnishment and child support payments.
• Researches purchase order issues for the service department.
• Performs other tasks assigned by the Accounts Payable Manager.

Knowledge, Skills, and Experience

Essential:

· Associate degree or equivalent combination of education and experience.

· Three or more years office environment experience.

· Must be proficient with basic computer skills (i.e. Microsoft Word, Excel, etc.)

· Must be familiar with basic accounting practices (i.e General Ledger, Bank Reconciliations, etc)

· Time management skills.

· Punctual

· Assumes responsibility.

· Takes responsibility for exercising independent judgment within areas of responsibility.

· Can work under stress.

· Service orientated.

· Excellent communication skills.

· Experience working with generally accepted accounting principles and accounting software.

· Strong analytical and problem-solving skills.

· Must be able to pass a drug test, background check, and fit for duty test.

Desired:

· Strong interpersonal skills for interacting with accountants, clients, and Senior Management.

· Strong personal computer and business solutions software skills.

· Prefer candidates with proficient oral and written communication skills, technical skills, and functional skills.

Physical Demands:

The Americans with Disabilities Act (ADA) requires employers to identify essential functions of a role.

• Approximately 90% of time spent in usual office conditions.
• Approximately 10% of time spent in external conditions which may include temperature variance, elevated noise levels, dust, and fumes.

Reasonable accommodations will be made to enable individuals with disabilities to perform the tasks.

Work Environment:

Majority of time spent in an office environment. The employee may be required to wear appropriate PPE equipment when exposed to external environment. The employee could occasionally be exposed to extreme temperatures or other inclement weather.

W.O. Grubb Crane Rental is proud to be an Equal Opportunity Employer

Job Type: Full-time

Pay: $50,000.00 - $65,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

People with a criminal record are encouraged to apply

Experience:

• Accounts payable: 1 year (Required)

Work Location: In person