AP Coordinator - Virtual Company
Jacksonville, FL 32202
About the Job
Job Title: Accounts Payable & Concur Expense Coordinator
Position Overview:
The Accounts Payable & Concur Expense Coordinator is responsible for overseeing a range of accounts payable activities, with an emphasis on managing travel-related expenses. This role functions as the primary Concur Expense system reviewer and auditor, ensuring that expense reports align with company policies. Additionally, the coordinator ensures that vendor onboarding and payment processes adhere to company standards. This position plays a crucial role in maintaining accurate financial records, preventing disruptions in payments, and resolving payment issues in a timely manner. The ideal candidate will be detail-oriented, proactive in communication, and capable of managing multiple tasks in a fast-paced environment.
Key Responsibilities:
Concur Expense System Management:
- Act as the primary point of contact for managing the Concur Expense system, reviewing and auditing expense reports.
- Assist employees with troubleshooting Concur-related issues, providing guidance on system functionality and policies.
- Monitor adherence to corporate travel and expense policies, offering continuous support to ensure compliance.
Corporate Card Program Oversight:
- Administer the management and termination process for US Bank corporate cards.
- Monitor cardholder accounts to ensure timely payments, follow up on overdue balances, and prevent account suspension or late fees.
Vendor and Employee Onboarding:
- Manage the setup process for new vendors and employees in the accounts payable system.
- Verify the accuracy of W-9 forms and ensure proper ACH setup for payments.
- Collaborate with other departments to perform OFAC (Office of Foreign Assets Control) checks on new vendors to meet regulatory requirements.
ACH & Payment Issue Resolution:
- Investigate and resolve any ACH payment rejects, ensuring timely resolution for vendor and employee payments.
- Handle the conversion of employee checks to ACH payments, ensuring accurate and timely processing of payroll and reimbursements.
Audit and Compliance Assistance:
- Compile and prepare documentation for quarterly internal audits, ensuring all records are accurate and complete.
- Work closely with internal teams to ensure compliance with internal controls and regulatory requirements for vendor payments and accounts payable processes.
Additional Duties:
- Assist with ad-hoc projects aimed at improving accounts payable processes, travel and expense management, and vendor coordination.
- Contribute to ongoing process improvement efforts to enhance efficiency, compliance, and accuracy in accounts payable and travel-related expense management.
Qualifications:
- Bachelor’s degree in Accounting, Finance, Business, or a related field preferred.
- At least 10 years of experience in Accounts Payable, with a strong background in travel and expense management systems, particularly Concur.
- In-depth knowledge of A/P processes, vendor management, and ACH payment systems.
- Strong attention to detail and organizational skills, with the ability to prioritize and manage multiple tasks effectively.
- Proficiency with accounting software, ERP systems, and Microsoft Office Suite.
- Excellent communication skills and the ability to collaborate effectively with cross-functional teams.
- Familiarity with regulatory compliance standards, including OFAC checks and fraud prevention measures.
- Experience in preparing and managing audit documentation.
Vaco values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply.
EEO Notice
Vaco is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.
Vaco LLC and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco LLC and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact HR@vaco.com .
Vaco also wants all applicants to know their rights that workplace discrimination is illegal.
By submitting to this position, you agree that you will be giving Vaco the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.
Privacy Notice
Vaco LLC and its parents, affiliates, and subsidiaries (“we,” “our,” or “Vaco”) respects your privacy and are committed to providing transparent notice of our policies.
- California residents may access Vaco’s HR Notice at Collection for California Applicants and Employees here.
- Virginia residents may access our state specific policies here.
- Residents of all other states may access our policies here.
- Canadian residents may access our policies in English here and in French here.
- Residents of countries governed by GDPR may access our policies here.
Pay Transparency Notice
Determining compensation for this role (and others) at Vaco depends upon a wide array of factors including but not limited to:
- the individual’s skill sets, experience and training;
- licensure and certification requirements;
- office location and other geographic considerations;
- other business and organizational needs.
With that said, as required by local law, Vaco believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.
