Accounts Payable Coordinator

Job ID
Location : Location
US-MA-Woods Hole

Job Summary

The Woods Hole Oceanographic Institution is seeking an Accounts Payable Coordinator. Reporting to the Manager, Accounts Payable, this position is a member of the Accounts Payable Team you are primarily responsible for the efficient and timely processing, review & input of vendor invoices into the Institution’s ERP system. This will include both vendor invoices and employee expense reimbursements through the Institution’s credit card platform. This position requires strong collaboration across many departments within the Institution. This is a full-time, non-exempt position and is eligible for benefits. The work arrangement for this position is hybrid, with the expectation to be on-site 2-3 days/week.

Essential Functions

  • Process, review and input vendor invoices to the Institution’s ERP System to include:
    • Matching Vendor Invoices to Purchase Orders & perform checks for mathematical accuracy (price, terms of payment & other charges)
    • Process non PO invoices as necessary
    • Ensure correct GL coding on all invoices & ensure compliance with UG audit requirements where necessary
    • Collaborate and coordinate with Procurement on PO receipt & update of PO status once the PO is fulfilled
    • Work inter departmentally for invoice approval and/or additional information necessary to record the invoice correctly in the ERP system
  • Process travel expense vouchers
  • Respond to vendor inquiries on all vendor account related items - payment status, credit/debit memos, invoice receipt, tax exemption questions
  • Request W-9 and/or W-8’s and Vendor Applications from new vendors
  • Perform quarterly vendor account reconciliations
  • Liaise with Institution staff on questions on invoices/payments for Accounts payable
  • Assist with annual audits in preparation of audit support documents as requested
  • Assist with other projects as needed
  • Assist in the implementation of new processes, further automation and procedures for AP
  • Demonstrate commitment to customer service working as part of the team to support both science and administration

Non-Essential Functions
Performs other duties as assigned.

Education & Experience

High School Diploma or equivalent required.

Associates degree or Bachelors degree preferred with two plus years of related experience or equivalent education/experience.

1-5 years of vendor invoice processing, matching, and reconciling; vendor account reconciliation & analytical skills.

Must have demonstrated skills with Microsoft Office products and relational databases; demonstrated ability to work effectively and build relationships with department managers and customers. 

Strong interpersonal, communication and organizational skills essential, along with demonstrated personal initiative and willingness to learn and share the learning.

Must be organized and a self-starter. 

Seeks external opportunities for professional development and training. 

Large ERP (Netsuite, Great Plains, Workday) experience preferred.



Physical Requirements

This position is mostly sedentary in nature and involves some repetitive motion such as with data entry.  There is also the occasional need for retrieving and replacing files that requires some bending, stooping, pushing and pulling.  This position will work alone as well as around and with others. Physical duties are subject to change. 


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