Accounts Payable & Office Coordinator

Accounts Payable & Office Coordinator

Industry: Commercial Hardscape & Landscape Industry
Employment Type: Full-Time
Location: Alpharetta, GA 30009 (In-office)

Our client in the commercial hardscape and landscape industry is seeking a highly organized and detail-oriented Accounts Payable & Office Coordinator to support its accounting and corporate services operations. This role combines accounts payable, financial administration, office coordination, technology support, and HR assistance in a fast-paced, growth-oriented environment.

The ideal candidate will have a strong foundation in accounts payable and accounting processes, excellent organizational skills, and the flexibility to manage a variety of responsibilities. This individual will take ownership of their work, maintain accurate and timely financial records, and work closely with project managers, account managers, vendors, subcontractors, HR, and other internal teams.

Position Overview

The Accounts Payable & Office Coordinator will be responsible for the accurate and timely processing of vendor invoices, vendor account maintenance, credit card reconciliation, tax documentation, and month-end support. Because this position operates within the construction and landscaping environment, a key component of the role is ensuring invoices are properly coded by job, cost code, cost type, and accounting period.

In addition to accounting responsibilities, this position will help maintain smooth day-to-day office operations by providing front-desk coverage, coordinating office vendors and supplies, supporting new-hire onboarding, and assisting with company technology and equipment.

Key Responsibilities

• Review, code, and process vendor invoices, ensuring accurate assignment to the appropriate job, cost code, cost type, and accounting period.
• Maintain accurate records of vendor invoices, payments, and supporting documentation.
• Reconcile vendor statements and research and resolve invoice discrepancies.
• Partner with project managers, account managers, vendors, and subcontractors to resolve payment and coding issues.
• Maintain a high volume of vendor accounts while responding promptly to vendor inquiries.
• Research, approve, and establish new vendor accounts.
• Maintain vendor W-9s, Certificates of Insurance (COIs), lien waivers, and other required compliance documentation before payments are released.
• Negotiate and manage vendor payment terms and credit applications.
• Monitor tax liabilities and assist with timely payments and compliance.
• Prepare, file, and distribute 1099 tax documents for applicable vendors.
• Manage company fuel card accounts and reconcile fuel spending and reporting.
• Import and code company credit card transactions weekly and reconcile statements for month-end.
• Support accounting audits and analyze accounts for payment accuracy.
• Assist with month-end close by ensuring invoices and credit card transactions are accurately coded and recorded.

Office Administration & HR Support

• Provide reliable front-desk coverage, including answering phones and greeting visitors.
• Manage incoming and outgoing mail and coordinate FedEx and UPS packages.
• Order and maintain office supplies, uniforms, hard hats, safety vests, safety glasses, and other workplace materials.
• Assist with city and state license renewals and vehicle tags.
• Provide general administrative support, including filing, scanning, faxing, and document organization.
• Coordinate outside service providers for office and facility needs, including plumbing, electrical, pest control, cleaning, and catering.
• Assist HR with new-hire onboarding logistics, including desk setup, keys, badge access, uniforms, equipment, and welcome paperwork.
• Provide backup support for routine HR requests and employee paperwork as needed.

Technology & Equipment Management

• Coordinate the deployment and lifecycle management of company laptops, cell phones, iPads, and related equipment.
• Work with IT to coordinate laptop setup, configuration, troubleshooting, and deployment.
• Coordinate with cellular providers and IT vendors regarding mobile device setup, replacements, and service issues.
• Partner with HR to manage equipment assignments for new and existing employees.
• Respond to or appropriately escalate routine technology and device support requests.

Key Performance Indicators

• Reduce invoice turnaround time from receipt through payment-ready status.
• Increase the percentage of vendor invoices properly linked to purchase orders.
• Minimize invoice exceptions, coding errors, and payment discrepancies.
• Complete weekly credit card transaction coding and timely month-end reconciliations.
• Ensure invoices and transactions are coded to the correct job, cost code, cost type, and accounting period.
• Resolve vendor, subcontractor, and internal accounting questions professionally and efficiently.
• Maintain dependable front-office coverage and administrative support.
• Address or escalate technology and equipment requests within one business day.
• Complete month-end accounting responsibilities accurately and on schedule.

Success Characteristics

• Highly organized with exceptional attention to detail
• Strong sense of ownership and accountability
• Comfortable balancing accounting and administrative responsibilities
• Effective communicator with vendors, subcontractors, and internal teams
• Able to prioritize competing deadlines in a fast-paced environment
• Proactive problem solver who follows issues through resolution
• Comfortable learning new technology and accounting systems
• Professional and customer-service oriented
• Adaptable and willing to support different areas of the organization

Qualifications

• Bachelor’s degree in Accounting or a related field preferred, or equivalent professional experience in accounts payable and accounting functions.
• Previous experience with accounts payable, invoice processing, vendor reconciliation, and financial administration.
• Experience with job costing and construction-related AP processes is highly preferred.
• Familiarity with 1099s, W-9s, COIs, lien waivers, tax requirements, and vendor compliance documentation.
• Experience supporting month-end close and credit card reconciliations.
• Knowledge of accounting and business software such as Viewpoint Vista, AP Wizard, and Microsoft Office Suite preferred.
• Comfortable troubleshooting basic technology and coordinating with IT or cellular providers.
• Strong written and verbal communication skills.
• Ability to manage a varied workload while maintaining accuracy and meeting deadlines.
• Bilingual preferred.

#AP123