Accounts Payable Coordinator (Full Time) in Williamsburg, Virginia at Williamsburg Landing

JOB SUMMARY

The Accounts Payable (AP) Coordinator performs the day-to-day operations of the accounts payable cycle for Williamsburg Landing. Working under the general supervision of the Director of Accounting, this non-exempt position is responsible for high-volume invoice processing, three-way matching, discrepancy resolution, and weekly payment runs. Additionally, the Coordinator tracks vendor contracts, processes routine journal entries, and administers the corporate P-Card program, ensuring data security, regulatory compliance, and excellent customer service for both internal departments and external vendors.

ESSENTIAL JOB FUNCTIONS

• Perform the day-to-day accounts payable cycle function by matching purchase orders to vendor invoices and accurately keying and coding invoices into the accounting system in strict accordance with community policies and established processing deadlines.
• Reviews invoices for pricing, quantity, or tax errors; proactively researches and resolves any billing discrepancies with vendors or internal department heads prior to payment processing.
• Reconciles monthly vendor statements against internal accounts payable ledger records. Investigates unmatched transactions, tracks missing invoices, and maintains clean, accurate, and up-to-date vendor account balances.
• Prepares weekly check runs, ACH transmissions, and online web payments. Compiles and attaches all required backup documentation for review and approval by the Chief Financial Officer.
• Prepares and processes routine, company-wide journal entries for recurring departmental charges, inventory adjustments, reclassifications, and monthly expense accruals.
• Reconciles AP-related balance sheet accounts and submits journal entry requests or adjustments to the Director of Accounting for final approval and posting.
• Coordinates the company-wide purchasing card (P-Card) and credit card program. Trains new users on expenditure policies, audits monthly statements for receipt compliance, and monitors/flags potentially fraudulent transactions for investigation.
• Audits, reconciles, and processes payments for all community property utilities (electric, water, gas, waste) across the campus to ensure continuous operation and zero late penalties.
• Serves as the central repository coordinator for all Williamsburg Landing vendor contracts. Logs contract terms, tracks expiration dates, routes renewals to appropriate leadership, and ensures billing aligns with active contract pricing.
• Assists with the annual financial audit by pulling requested invoice samples, preparing assigned schedules, and gathering backup documentation as directed by the Director of Accounting.
• Maintains strict confidentiality and physical/digital security of all sensitive financial records, vendor files, credit card data, secure check stock, and payment receipts.
• Develops and continuously updates a detailed, step-by-step accounts payable procedure manual to ensure seamless operational backup and cross-training support when necessary.
• Takes proactive ownership of personal professional growth, maintaining all mandated organization training standards and staying updated on accounts payable best practices.
• Performs other duties as assigned to support the efforts of the Director of Accounting, the Finance & Accounting team, and the organization.

QUALIFICATIONS

• High School Diploma or GED is required; an Associate’s Degree in Accounting, Finance, or Business Administration is preferred.
• Minimum of 2-3 years of progressive, hands-on bookkeeping or accounts payable experience
• Demonstrated experience handling automated accounting systems and electronic workflow approvals
• Experience working in a healthcare, senior living, CCRC, or hospitality environment is highly desirable

KNOWLEDGE, SKILLS and ABILITIES

• Intermediate skills in Google Suite and Microsoft Excel and experience with mid-to-enterprise level accounting software
• Practical knowledge of double-entry bookkeeping, matching concepts, accruals, and how to read a chart of accounts, trial balance, and balance sheet (non-profit experience a plus).
• Basic understanding of IRS W-9/1099 rules, non-profit sales tax exemptions, and standard internal financial controls.
• Ability to work with discretion and integrity when handling sensitive information like bank routing numbers, credit card data, and executive expenses.
• Ability to work independently under general supervision, collaborate within a small team, and cross-train to support other business office tasks.
• Clear verbal and written communication skills to handle vendor billing inquiries professionally and calmly under pressure.
• Strong organizational skills to self-manage a high volume of invoices and consistently meet weekly check-run and month-end deadlines.
• Ability to follow through on delegated assignments, use sound judgment, and stay adaptable to changing workplace demands

BENEFITS (Full-Time Employees):

• Health, Dental & Vision Insurance
• FSA & HSA
• 403(b) Retirement Plan*
• 529 College Savings Plan*
• Long-Term Care Insurance
• Legal Resources
• Paid Time Off
• Holiday Pay*
• Corporate Wellness Program*
• Health Club & Spa Membership*
• Employee Education & Training Fund*
• Employee Assistance Program
• Credit Union Membership*

* Part Time employee eligible

Williamsburg Landing is a non-profit, independent community offering a vibrant lifestyle for residents.

EOE/Drug Free/Tobacco Free