Coordinator, AP

Job Summary

Performs duties related to processing highly complex issues associated to invoices in the AvidXchange accounting system exception queues as well as batching of approved invoices into the accounting system for payment processing.

Essential Duties & Responsibilities

• Researches and responds to inquiries, including but not limited to clarifying when an invoice will be available for coding and approval when placed into an exception queue by AVID, reasons for incorrectly paid invoices, and instructions for properly coding an invoice.

• Oversees the resolution of invoice issues relating to unidentified properties, vendor issues, potential duplicate payments, image issues, missing invoices, and missing payments, including other miscellaneous items.

• Processes the batching from Avid Xchange of approved invoices into the accounting system as well as resolving issues associated with that process.

• Processes the Avid Pay payment export as well as resolving issues associated with the process.

• Supports internal and external information requests.

• Resolves internal and external customer issues utilizing prompt, effective communication.

• Collaborate with property management to ensure all invoice information is captured correctly and processes are followed to ensure timely payment of invoices to association vendors.

• Work with Accounts Payable - AVID System Administrator, Accounts Payable –AVID Analyst and Accounts Payable – AVID Team Leaders to ensure proper workflows are established and maintained for routing of invoices through the approval process.

• Identify and communicate with Supervisor any trends relating to recurring errors by AvidXchange indexing team as well as errors in the field.

• Collaborate with the Vendor Management team to assign and sync vendors into AvidXchange.

• Process all emergency requests.

Additional Duties & Responsibilities

• Conduct business at all times with the highest standards of personal, professional and ethical conduct.

• Perform or assist with any operations as required to maintain workflow and to meet schedules. Notify supervision of unusual equipment or operating problems and the need for additional material and supplies.

• May participate in any variety of meetings and work groups to integrate activities, communicate issues, obtain approvals, resolve problems and maintain specified level of knowledge pertaining to new developments, requirements, policies, and regulatory guidelines.

• Ensure all safety precautions are followed while performing the work.

• Follow all policies and Standard Operating Procedures as instructed by Management.

• Perform any range of special projects, tasks and other related duties as assigned.

Education & Experience

Two years of experience in related field is preferred.

Knowledge, Skills & Proficiencies

• Must have strong computers and systems knowledge and proficiency.
• Excellent customer service skills.
• Strong verbal and written communication skills.
• Detail oriented and strong organizational skills.
• Ability to work with sensitive or confidential information.
• Ability to meet deadlines and work well under pressure.
• Ability to work in a team environment as well as independently and be self-driven
• Critical thinking, problem solving, judgment and decision making abilities.

Tools & Equipment Used

Computer and peripherals, standard and customized software applications and tools, and usual office equipment.

Physical Requirements/Working Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Travel

Work involves no or minimal travel.

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