AP/Timekeeping Coordinator in Saint Paul, Minnesota at Marsden Services

Company Overview

Established in 1952, Marsden Services offers comprehensive facility services to clients nationwide. We provide clients with high-quality and professional services including janitorial, security, plumbing, HVAC, calibration, emergency response, and facility management services. Our hiring philosophy is rooted in the idea that we want our employees to grow and be successful with our organization. We believe in our employees. We invest in our employees. A career at Marsden means a career with a Company that will support your growth.

Position Summary

The AP / Timekeeping Coordinator is responsible for supporting day-to-day business operations with a primary focus on accounts payable processing and employee timekeeping accuracy. This role manages vendor invoices from receipt through payment, including invoice matching, reconciliations, credit card charge entry, and reporting for semi-monthly check runs. In addition, this position supports payroll readiness by reviewing and finalizing weekly timekeeping submissions for field technicians, coordinating approvals, and submitting accurate data to Corporate Payroll. This role partners closely with Purchasing, HR, Operations, and Corporate Accounting to ensure timely, accurate, and compliant financial and payroll processes.

Key Responsibilities

• Monitor and manage the accounting department email inbox for incoming vendor invoices and inquiries, responding and processing in a timely manner

• Match vendor invoices to purchase orders and enter invoices into the accounting system

• Prepare and submit accounts payable reports to Corporate for semi-monthly check runs

• Reconcile vendor statements and resolve discrepancies promptly

• Maintain and review the open purchase order list, partnering regularly with Purchasing to track and follow up on missing vendor invoices

• Enter credit card charges into the accounting system

• Enter new hires into the accounting system based on information provided by HR

• Process employee expense reports for reimbursement in the accounting system

• Review weekly timekeeping submissions for field technicians and communicate directly with employees to ensure accuracy and completeness

• Submit finalized timekeeping reports to the Operations Manager for approval and forward approved reports to the Corporate Payroll team for processing

Skills and Qualifications

• Previous experience in accounts payable, timekeeping, payroll support, or a related administrative/accounting function

• Experience in mechanical, facilities services, or a similar service-based industry is a plus

• Strong organizational skills with the ability to manage multiple priorities and meet deadlines

• High level of accuracy and attention to detail

• Proactive problem-solving skills with the ability to identify and resolve issues efficiently

• Strong interpersonal and communication skills, with the ability to work effectively across all levels of the organization and with external partners

• Professionalism, integrity, and a collaborative approach to teamwork

• Customer-focused mindset with strong follow-through and responsiveness

Business Conduct

• Commits to behave in compliance with the companys values and Code of Conduct

• Builds a culture of work safety and leads by example with one's own safe behavior

• Treats co-workers with respect and approaches conflict with positive intent and professionalism

• Asks questions to understand why we do what we do and how we do it - champions change when improvements can be made

• Ensures one's own compliance with the company's published Operations Standards

EEO Statement

Marsden Services provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, creed, ancestry, sexual or affectional orientation, marital or veteran status, color, religion, sex, national origin, age, disability, genetics, status with regard to public assistance or any characteristic protected under federal, state or local law.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.