AP Coordinator

Job DetailsDescriptionPosition SummaryWe are seeking a highly organized and detail-driven Accounts Payable (AP) Clerk to support our resort’s Finance team. This role is responsible for processing vendor invoices, ensuring proper coding and approvals, maintaining accurate records, and supporting timely and accurate payment of all vendor obligations.This position plays a critical role in maintaining strong vendor relationships, ensuring compliance with internal controls, and supporting the resort’s financial accuracy and operational efficiency.Key ResponsibilitiesAP Automation System UtilizationUtilize an AP automation and invoice management system to process vendor invoices digitallyWork within automated workflows to route invoices for approval and manage exceptionsPerform two-way and three-way matching (invoice, purchase order, and receiving documentation)Monitor system dashboards and processing queues to ensure timely invoice handlingSupport vendors with electronic invoice submission through a vendor portal when applicableRun and manage weekly check runs and scheduled payment cycles in accordance with company policies and approval protocolsRecurring Invoices & Period AccuracyEnsure all recurring invoices (utilities, service contracts, subscriptions, maintenance, and other scheduled expenses) are consistently recorded and tracked each monthVerify that recurring vendor charges are complete, accurate, and in line with contractual agreementsEnsure invoices are recorded in the proper accounting period, supporting accurate month-end cut-off and accrual processesIdentify missing invoices and coordinate with vendors or internal departments to ensure completeness of expensesReconciliations & AccuracyReconcile vendor statements and investigate discrepanciesMonitor unmatched or disputed invoices and follow up for resolutionMaintain accurate AP aging and support month-end closing proceduresVendor & Compliance ManagementAssist with vendor onboarding including W-9 collection and documentation requirementsEnsure compliance with internal controls and accounting policiesMaintain organized records for audit and financial review purposesCross-Department CollaborationCoordinate with Purchasing, Operations, and Department Heads to resolve invoice issuesSupport CapEx and FF&E invoice tracking as requiredAssist with audit requests and special projects as assignedAssisting in other functions as needed and to cover other's time off Qualifications1–3 years of Accounts Payable or finance-related experience; hospitality experience preferred.Understanding of general accounting principles.High attention to detail and accuracy.Understanding of AP workflows and internal control standardsExcellent communication skills and professional demeanorAbility to prioritize tasks and meet deadlinesExperience using AP automation platforms preferredProficiency in Microsoft Office (especially Excel) and accounting software