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 assignedQualifications Required3–5 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.