Accounts Payable Coordinator

Overview

Job Title: Accounts Payable Coordinator
Location: New York-Main Office
Department: Finance
Reports to: AVP of Accounting
FLSA/Status: Non-exempt/Full-Time

Position Summary
The Accounts Payable Coordinator is responsible for the accurate, timely, and compliant processing of all accounts payable transactions for the organization. This role supports strong financial stewardship by ensuring vendor payments, employee reimbursements, and corporate credit card activity are properly reviewed, coded, approved, and recorded in accordance with nonprofit accounting standards, grant requirements, and internal policies. The position plays a key role in audit readiness and internal controls.

Our industry-leading benefits include:

• 401(k)
• Dental Insurance
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Referral program
• Tuition reimbursement
• Vision insurance

Responsibilities

Accounts Payable Processing

• Review, code, and process vendor invoices, check requests, ACH payments, and employee reimbursements.
• Ensure all payments have appropriate documentation, approvals, and comply with organizational policies.
• Maintain accurate vendor records and payment files (electronic and paper).
• Serve as primary point of contact for vendor inquiries regarding payment status.

Credit Card and Expense Administration

• Process and reconcile corporate credit card activity.
• Review expense documentation for compliance with policy and proper expense coding.
• Follow up with staff on missing documentation or delayed reconciliations.

Reconciliations and Month-End Support

• Assist with monthly reconciliations related to accounts payable, cash, and credit cards.
• Support month-end and year-end close processes as assigned.
• Prepare reports and schedules for management review.

Compliance and Reporting

• Ensure vendor W-9s are collected and maintained.
• Assist with annual 1099 preparation and filing.
• Support internal and external audits by providing documentation and responding to inquiries.
• Maintain compliance with nonprofit accounting standards and grant or government funding requirements.

Additional Responsibilities

• Assist with process improvements related to accounts payable and internal controls.
• Provide backup support to other finance functions as needed.
• Perform other finance or administrative duties as assigned.

Qualifications

• Associate’s degree in Accounting, Finance, or related field preferred; equivalent experience considered.
• Minimum 2–3 years of accounts payable or general accounting experience.
• Previous nonprofit experience strongly preferred.

Knowledge, Skills, and Abilities

• Strong attention to detail and accuracy.
• Knowledge of accounts payable processes, 1099 reporting, and internal controls.
• Proficiency in accounting systems and Microsoft Excel.
• Strong organizational and communication skills
• Ability to maintain confidentiality and meet deadlines.

Pay Range