Position: Accounts Payable Coordinator

Reports to: Accounts Payable Manager

Department: Accounting

Purpose: This position performs various Accounts Payable activities as well as assists with special projects.

Duties and Responsibilities:

Input vendor invoices, employee reimbursements, and credit memos into Accounts Payable (A/P) system.

Verify vendor name, address, quantity, discounts, process, sales tax, terms and mathematical accuracy and extensions of all invoices.

Code all invoices to the appropriate expense account(s).

Submit unapproved invoices to the appropriate managers for approval.

Add new vendors to the new vendor tracking sheet and contact vendors for W9’s and ACH information.

Retrieve electronic documents and invoicing from various vendor portals

Initial setup and management of automatic payments via vendor portals.

Reconcile monthly vendor statements.

Work with vendors to resolve issues or errors.

Process weekly check collections and prepare bank deposits.

Distribute daily mail for the accounting department, and company-wide when an administrative assistant is not available.

Maintain electronic accounting department filing system, including suggesting new procedures and policies in order to properly maintain files.

Create journal entries for shared services and assigned consolidated billing statements.

Assist with year-end duties including gathering vendor information for 1099s

Participate in special projects as needed.

Other duties as assigned.

Qualifications:

High School diploma or equivalent required. Associate’s degree Accounting, Finance, and/or related field preferred. Equivalent related work experience or combination of experience and education may be considered in lieu of Associate’s degree.

At least 0-2 years of work experience in Accounts Payable preferred.

Good computer skills, including experience with Microsoft Office Products, especially Microsoft Word and Excel.

Experience working in an ERP system and data entry skills required. NetSuite experience is a plus.

Strong mathematical aptitude with experience and proficiency in working with numbers.

Good oral and written communication skills, with the ability to convey information to internal and external customers in a clear, focused and concise manner.

Effective time management skills and capable of meeting deadlines.

Ability to function effectively and positively within a team environment.

Ability to maintain confidentiality.

Supervisory Responsibility: This position has no supervisory responsibilities.

Work Environment: This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands: The physical demands described here are representative of those that a Team Player must meet to successfully perform the essential functions of this job.

Regularly required to talk and hear.

Frequently required to sit; stand; walk; use hands to finger, handle or feel; and reach with hands and arms.

Occasionally required to climb, balance, stoop, kneel, crouch or crawl.

Must frequently lift and move up to 10 pounds and occasionally lift and move objects up to 25 pounds.

Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Position Type/Expected Hours of Work: This is a full-time, exempt position. Under the Regulations, Part 541, an exempt Team Player is one who is not entitled to the minimum wage or overtime pay protections of the Fair Labor Standards Act (FLSA).

Standard work days and hours are Monday through Friday, between 8:00 a.m. and 5:00 p.m. This position may work outside of normal business hours, including evenings and weekends.

Travel: 0-5% travel is expected for this position.

EEO Statement: Excel Fitness is an Equal Opportunity Employer. We are committed to the policy of equal employment opportunity in recruitment, hiring, career advancement, and all other employment practices.

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 Team Player for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Employees at a franchise location are employed by the Franchisee and are not employees of PFHQ (the Franchisor). PFHQ neither dictates nor controls labor or employment matters for franchisees or their employees, and does not retain any reserved authority to control the terms and conditions of employment for franchisees or their employees. Each franchisee is responsible for ensuring compliance with local, state and federal law.