Accounts Payable Coordinator at AA Security Group – Little Torch Key, Florida

ACCOUNTS PAYABLE COORDINATOR

INTRODUCTION

A & Associates is a reputable staffing agency with a proven track record in screening and recruiting as well as job placement and career development. With more than ten (10) offices throughout the United States, A & Associates is a company that can be trusted to provide a diverse level of services with excellence, diligence, and integrity. “Quality In Everything We Do” is far more than our mantra, it is our standard!!

Explore a career with A & Associates, one of the leading providers for temporary, temp-to-hire, permanent placement services and security guard services. Currently, one of our clients is seeking an Accounts Payable professional to add to its Fiscal team.

Candidate must possess a minimum of 3 years of Accounts Payable, Bookkeeping and accounting experience

Position Reports to: Accounting Manager

Essential Duties and Responsibilities include the following, but not all-inclusive of other duties that may be assigned:

• Use an AP invoice management system to enter and code vendor invoices
• Verify that purchasing procedures are followed, i.e.: purchase order price compared to invoice price, purchase order quantity compared to invoice quantity, ensure that the purchase order number is valid
• Support vendors with electronic invoice submission through a vendor portal when applicable
• Run and manage weekly check runs and scheduled payments
• Ensure all recurring invoices (utilities, service contracts, subscriptions, maintenance, and other scheduled expenses) are consistently recorded and tracked each month
• Verify that recurring vendor charges are complete, accurate, and in line with contractual agreements
• Ensure invoices are recorded in the proper accounting period, supporting accurate month-end cut-off and accrual processes
• Identify missing invoices and coordinate with vendors or internal departments to ensure completeness of expenses
• Reconcile vendor statements and investigate discrepancies
• Monitor unmatched or disputed invoices and follow up for resolution
• Maintain accurate AP aging and support month-end closing procedures
• Ensure new vendors are set up consistent with policy, including W-9 collection and documentation requirements
• Ensure compliance with internal controls and accounting policies
• Maintain organized records for audit and financial review purposes
• Coordinate with Receiving, Operations, and Department Heads to resolve invoice issues
• Support CapEx and FF&E invoice tracking as required
• Assist with audit requests and special projects as assigned
• Willingness and ability to cross train in other functions as needed and to cover other's time off

Qualifications (Knowledge, Skills, Ability & Education):

• 1–3 years of Accounts Payable or finance-related experience; hospitality experience preferred.
• High attention to detail and accuracy.
• Acumatica A/P software or similar system experience highly preferred
• Understanding of general accounting principles.
• Understanding of AP workflows and internal control standards
• Excellent communication skills and professional demeanor
• Ability to prioritize tasks and meet deadlines
• Proficiency in Microsoft Office (especially Excel) and accounting software

EEO STATEMENT

A & Associates, Inc. provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.