Accounts Payable Coordinator

SUMMARY

Under general direction is responsible for administering supplier payments and controlling expenses by receiving, verifying, processing and reconciling invoices according to established policies and procedures in an efficient, timely and accurate manner. Interaction normally takes place with coworkers and other peer groups at various levels of management to resolve supplier problems. Assignments are broad in nature and require moderate judgment in problem resolution.

ESSENTIAL DUTIES AND RESPONSIBILITIES

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Exercise of judgment, discretion, and tact in all business matters and business relationships is required. Strong interpersonal skills and the ability to maintain clear and cooperative working relationships with co-workers and demonstrate regular attendance and punctuality are essential. The organization’s leadership promotes collaborative problem solving in both formal and informal work teams. Participation in and contribution to teamwork within the organization is required. Additional requirements include experience in an administrative position with solid familiarity with databases, spreadsheets, and payables procedures. Necessary interpersonal skills include being a self-starter, motivated, creative, flexible, self-confident, deadline oriented and able to multi-task. Employees must follow all quality and safety procedures of the company, including those at customer sites if applicable, and must abide by the corporate Code of Conduct in all situations.

Supervisory Responsibilities

None.

Duties – Level 1

1. Reviews invoices for appropriate documentation and approval prior to payment.
2. Sort and distribute incoming mail.
3. Process 3-way PO matching invoices.
4. Charges expenses to accounts and cost centers by analyzing invoices and recording entries.
5. Pays vendors via weekly check, ACH and Wire payment runs by monitoring discount opportunities; verifying Federal ID numbers; scheduling and preparing checks; resolving purchase order, contract, invoice, or payment discrepancies and documentation; insuring credit is received for outstanding memos; request the issuing of stop-payments and initiate purchase order amendments. Match invoices to checks, obtain all signatures for checks and distribute checks accordingly.
6. Create necessary reports for records (check registers & ACH registers).
7. Maintains accounting ledgers by verifying and posting account transactions including accruals.
8. Respond to all vendor inquiries.
9. Verifies vendor accounts by reconciling monthly statements and related transactions.
10. Maintain files and documentation thoroughly and accurately, in accordance with company policy and generally accepted accounting practices.
11. Assists Accounting Manager and Corporate Controller as necessary.
12. Engages in critical and confidential aspects of accounting.
13. Establishes and maintains employees in the Concur expense processing system. Reviews expense report submissions for accuracy and validation of receipts according to Company policy. Generates a bi-weekly extract report to provide to HR for employees to be reimbursed through payroll.
14. Reviews Sales & Use Tax liability report from processor in comparison to data provided to the processor out of ERP system. Assists in researching variances for proper processing & filing.
15. Performs other duties as assigned.

Duties – Team Lead

In addition to the above, the following duties apply to the Team Lead role:

1. Demonstrates more initiative with inter-department communication around problem resolution.
2. Is able to handle escalated questions or issues from the Finance team or other corporate staff, as required. Answers day-to-day questions from AP staff.
3. Trains staff in AP procedures.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Tasks require walking, sitting, bending, reaching, mobility, and frequent lifting. Work requires advanced computer skills (word processing, power-point, spreadsheet, and data-entry), attention to detail and accuracy. Communication skills including listening and speaking are required for interaction with other employees, vendors, and customers. Strong interpersonal skills, the ability to balance multiple tasks and any stress associated with the duties and responsibilities of this position are essential requirements in the performance of this job.

The person in this job must be able to travel by air and drive to other company locations. Accordingly, a valid driver’s license and driving record that is satisfactory to the Company must be demonstrated at hire and periodically thereafter.

POSITION REQUIREMENTS

Company Values

Pfeiffer Vacuum believes that we are all suppliers and customers of someone in our organization. Our employees must be able to demonstrate this customer-centric belief - which means that you are value-adding, reliable, performance-driven, innovative, service-minded and agile – in all of their business activities. We expect that our company values of open mindedness, trust, communication, thinking strategically/being creative, being courageous, accountable and humble, ethical sensitivity/compliance, resilience/facing diversity and fostering a culture of empowerment, engagement and collaboration will drive the actions of our employees.

General Qualifications

Requirements include knowledge of Microsoft Office as well as general background working with computers and office equipment (copiers, etc.) and accurately performing data entry. Strong organizational and creative problem solving skills as well as professional communication skills are required. Ability to work under strict reporting deadlines in a team oriented group environment is necessary. High degree of self-motivation and detail orientation is required.

Education and/or Experience

High School Diploma required; some college preferred or at least 3-5 years of related Accounts Payable experience. Demonstrated competence in the use of database and spreadsheets is required. Experience with Microsoft Office is required, as well as excellent verbal and written communication skills. Preferred requirements for the Team Lead include an Associate’s degree in an Accounting specialty and 4-6 years of progressive experience in Accounting roles.

Language Skills

Excellent verbal and written communication skills in English is essential. Reports, email correspondence, and accurate note making are all typical requirements of this position and must be effectively and professionally communicated and recorded. This position also serves as a key liaison between the supplier and the Company and must articulate accurate information in a professional and tactful manner.

Mathematical Skills

The person in this position must be able to perform basic mathematical computations including percentages, discounts, and other common calculations. The use of the Company’s ERP system is essential in order to complete certain functions. Accurate recording of invoices and postings to a suppliers’ account using the Company’s ERP system is necessary. Additionally, this requires the basic understanding of fundamental Accounting principles.

Reasoning Ability

This position must analyze and resolve supplier’s accounts on an ongoing basis, including issues such as open invoices, misapplied payments, quantity and price variances, etc. Excellent organizational skills, follow up abilities, and tactful communication on sensitive financial situations is required. Must be able to solve both practical and complex problems and deal with a variety of factors in situations where only limited standardization exists.

Certificates, Licenses, Registrations

Valid driver’s license is required.

TOOLS AND/OR EQUIPMENT

This position uses a computer extensively with demonstrated abilities in the use of Microsoft products as well as other common office type equipment such as calculators, fax, photocopiers, scanning and mail machines.

WORK ENVIRONMENT

This position may work in various environments including office, factory or home settings. Employees who are authorized to work from home are expected to comply with all company requirements for core work hours or in-person attendance at company meetings or events.

Pfeiffer Vacuum is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, gender, gender identity, sexual orientation, age, status as a protected veteran, among other things, or status as a qualified individual with disability.

If you are an individual with disabilities who needs accommodation or you are having difficulty using our website to apply for employment, please contact Jill Guilmain at 603-578-6519.