Accounts Payable Coordinator

Accounts payable (about 75–80%)

• Own the full carrier and vendor payables cycle, from invoice receipt through payment and remittance.
• Set up and maintain carrier and vendor payment records, including W-9s, remit-to addresses, banking details, and factoring company notices of assignment.
• Verify changes to carrier payment or banking information before processing, to prevent payment errors.
• Process quick-pay requests and payments to factoring companies according to company terms.
• Prepare weekly payment runs by ACH, check, or other methods for leadership approval.
• Answer carrier and vendor payment inquiries promptly and professionally.
• Collect and maintain the vendor information needed for year-end 1099 reporting.
• Recommend improvements to AP workflows, controls, and TMS usage.

Executive assistant and office management (about 20–25%)

• Manage calendars, schedule meetings, and coordinate travel for company leadership.
• Prepare correspondence, documents, reports and meeting materials.
• Order office supplies and manage office vendor relationships, subscriptions, and services.
• Serve as the point of contact for building, equipment, and general office needs.
• Support onboarding logistics for new employees, such as workstations, equipment, and system access requests.
• Assist with special projects as assigned

Qualifications Required

• 3–5 years of accounts payable experience, including owning the AP process with minimal supervision.
• Experience processing high volumes of invoices with a strong eye for detail and accuracy.
• Working knowledge of payment methods and controls, including ACH, checks, and vendor banking verification.
• Proficiency in Microsoft Excel (sorting, filtering, lookups, and basic formulas) and Outlook.
• Experience with an accounting and bill pay system such as QuickBooks Online, Bill and Ramp.
• Clear, professional communication with outside vendors and internal teams.