Accounts Payable & Procurement Matching Coordinator

Summary

The Accounts Payable / PO-Matching Specialist is responsible for ensuring accuracy and integrity of vendor invoices before payment, by matching them to purchase orders (and receipts when applicable), resolving any discrepancies, and converting approved invoices into vouchers in our accounting system. This role also supports general office procurement (ordering supplies, managing small purchases, etc.). You will play a key role in maintaining timely, accurate payables, and supporting internal controls.

Key Responsibilities

• Receive, review, and verify invoices from vendors for completeness, accuracy, and proper authorization.
• Match invoices to corresponding purchase orders (and receiving documents when required), confirming description, quantity, price, terms, etc. (two-way or three-way matching)
• Identify and resolve discrepancies, variances, or missing documentation (with procurement, receiving, or vendors as needed). rauhornelectric.com+1
• Enter / code invoices and supporting data into the accounting/ERP system and create vouchers for payment.
• Monitor vendor invoices, statements, and aging to ensure timely processing and that payments are made within agreed terms.
• Maintain accurate, organized digital or physical files of invoices, purchase orders, backup documentation, and vendor records.
• Assist with month-end / year-end AP close activities and accruals as needed.
• Respond to vendor inquiries related to payment status, missing/incomplete documentation, or discrepancies.
• Order office supplies and other small-scale procurement items; manage communication with supply vendors.
• Other duties as assigned to support the finance and administrative teams.

Qualifications

Required:

• High school diploma or equivalent; associate degree in accounting, finance or related field preferred.
• 1-3 years of experience in accounts payable, invoice processing, or related clerical/accounting role.
• Strong attention to detail, accuracy and organization.
• Proficiency with Microsoft Office (especially Excel); comfortable with data entry and managing digital records.
• Familiarity with accounting software / ERP systems (experience in entering vouchers, supplier records, etc.)
• Good communication skills — able to interact with internal staff and vendors to clarify issues.
• Ability to handle multiple tasks and deadlines in a fast-paced environment.

Preferred / Nice to Have:

• Experience with three-way matching (purchase order + invoice + receipt) workflows.
• Prior exposure to month-end closing and AP accruals.
• Some purchasing / supply ordering or office logistics experience.
• Familiarity with internal controls, vendor documentation (W-9, etc.), and audit trails.

Work Environment & Schedule

• Typical work hours: Monday-Friday, during business hours.
• May involve occasional periods of heavy volume (invoice batches, month-end).
• Collaborative work with procurement, operations, and finance staff.

What You Will Achieve

• Ensure that all vendor invoices are accurate, properly approved, and coded before being paid.
• Assist in maintaining vendor relationships by resolving invoice issues promptly and professionally.
• Help maintain cash flow discipline by timing invoice processing appropriately and avoiding over-payments or late fees.
• Support clean audit trails and strong internal control over payables.
• Contribute to smooth office operations by managing small supply purchasing tasks efficiently.

Job Type: Full-time

Pay: $14.00 - $20.00 per hour

Expected hours: 40 – 48 per week

Benefits:

• 401(k) matching
• Health insurance
• On-site gym
• Opportunities for advancement
• Paid time off
• Profit sharing

Work Location: In person