Virtual Ap Coordinator Jobs (NOW HIRING)

The Senior Accounts Payable Coordinator is responsible for the accurate and timely processing of vendor invoices, expense requests, and electronic payments across multiple entities. This role requires strong technical aptitude and hands-on experience with modern, technology-driven ERP solutions and AP tools, including workflow automation, OCR, and enhanced invoice capture. The ideal candidate thrives in a fast-paced, technology-forward environment, demonstrates strong attention to detail, and contributes to process enhancement initiatives.

Current State Manual Processes

• Willing and able to handle the current manual, paper-heavy, and legacy Dynamics processes.
• Perform highly manual, paper-based workflows while transitioning to the new ERP (e.g. manual coding in Excel, paper checks for ACH).

Invoice Processing & Documentation

• Receive, review, and organize all incoming invoices using technology-based AP platforms.
• Validate accuracy, completeness, and compliance with company policies and contractual terms.
• Utilize OCR and AI-driven tools for invoice intake, data extraction, and classification.
• Accurately code invoices to the proper GL accounts, cost centers, projects, and entities.
• Ensure all invoices include appropriate documentation and maintain accurate audit trails within the AP system.

Approval Workflow & Issue Resolution

• Route invoices through electronic approval workflows and ensure timely approval.
• Monitor workflow queues and troubleshoot exceptions using AP automation platforms.
• Research and resolve invoice discrepancies in collaboration with internal teams.

Payments & Vendor Management

• Prepare and execute weekly and ad hoc payment runs including ACH, wire, virtual cards, checks, and other digital payment methods.
• Reconcile payment batches and validate vendor banking instructions.
• Maintain vendor information, payment preferences, and compliance documentation.
• Respond to vendor inquiries regarding invoice and payment status.

System Management & Enhancements

• Leverage AP automation tools, ERP systems, and AI workflows to improve speed, accuracy, and efficiency.
• Assist with system implementations, upgrades, UAT, and ongoing refinement.
• Support integration activities for AP-related systems to ERP and help validate AP-related system changes.
• Serve as the AP functional lead during the company's migration a new cloud ERP

Financial Close & Controls

• Reconcile AP subledgers and assist with month-end close activities.
• Ensure adherence to internal controls, audit requirements, and regulatory standards.
• Support external auditors with documentation and reporting.
• Actively supports and complies with all components of the compliance program, including, but not limited to, completion of training and reporting of suspected violations of law and Company policy.
• Maintains confidentiality of all information; abides with HIPAA and PHI guidelines at all times.
• Reacts positively to change and performs other duties as assigned.

Minimum Qualifications:

• Bachelor's degree in Accounting, Finance, Business Administration, or equivalent professional experience.
• 3+ years of Accounts Payable experience in a mid-to-large-sized organization.
• Current System Expertise: Hands-on experience with older on-premise Microsoft Dynamics platforms are highly valued to manage current operations effectively during the selection and transition to a new ERP.
• Proficiency with modern AP automation tools, including OCR, enhanced invoice capture, and workflow automation platforms (e.g., Tipalti, Stampli, MineralTree, Yooz, Bill.com).
• Strong ERP experience (Oracle, NetSuite, SAP, Microsoft Dynamics, Intacct, or similar).
• Strong technical aptitude and ability to learn new systems quickly.
• Understanding of AP concepts including GAAP, 3-way match, and invoice-to-pay workflow.
• Intermediate Excel skills (lookups, pivot tables).
• Excellent interpersonal, oral, and written communication skills.
• Must be detail oriented and self-motivated.
• Excellent customer service skills.
• Anticipate needs in a proactive manner to increase satisfaction.
• The Company reserves the right to modify any bonus/commission structure prospectively at any time for any reason. A bonus/commission is not considered earned until it is paid, and the employee remains with the Company at the time of payment
• Take ownership of job responsibilities by initiating prompt and appropriate follow up and/or action to problems.

Preferred Qualifications

• Experience supporting multi-entity organizations.
• Familiarity with digital payment platforms and bank portals.
• Prior involvement in AP process redesign. Automation rollout, or ERP implementation/testing.
• Experience documenting Standard Operating Procedures (SOPs) and redesigning workflows for automation.
• Experience working with AI-Based Workflow tools.