Senior Accounts Payable Coordinator

POSITION SUMMARY

The Senior Accounts Payable Coordinator’s primary role is to help establish standard Accounts Payable ( AP ) processes. Also assists the Accounts Payable Manager and Leads in training and mentoring existing and new team members;

build knowledge of the accounts payable process; and gain a greater understanding of the homebuilding industry. Must be highly detail-oriented, resourceful, organized and deadline-driven.

Personal Attributes

• Excellent organizational skills; attention to detail, accurate and deadline-driven
• Able to work well under pressure and balance multiple priorities and assignments
• Able to consistently achieve high work standards, leads by example
• Committed to learning, personal growth and continual process improvement
• Strong interpersonal and communication skills
• Flexible and adaptive to change in a dynamic environment
• Highly customer service oriented and responsive follows through to closure, accountable
• High level of personal integrity, respect for others and ability to protect confidential information
• Strong team-building skills including the ability to cooperate, motivate, and contribute as part of a team with representatives from multiple disciplines.

Specific Position Responsibilities

Key Result Area #1 : Process Daily Overhead Expenses (current process)

• Online review of missing information on invoices.
• Detailed review of captured information in the AP Invoice Automation system.
• Follow-up with coders and reviewers for delays in timely completion.
• Daily review of all invoice automation inboxes to ensure invoices routing efficiently
• Review batches and post to general ledger on a daily basis.
• Overhead expenses include : Vendor invoices, Construction / Marketing expenses, Utilities, Discount (flooring) design center expenses, Homeowner reimbursements, and Employee expense reimbursements.

Key Result Area #2 : Process Priority Disbursement Requests

• Invoices approved by 5 : 00 p.m. on Tuesday are issued a check on Wednesday for weekly hand checks.
• Printed checks are given to one / two authorized managers for review and signature.
• After checks have been signed, they are mailed by 3 : 30 p.m.

Key Result Area #3 : Contract / Trade Partner Payment Process

• Match progress payments into the AP invoice automation system for payment.
• Work with Construction / Land Coordinators for unapproved and outstanding invoices for research.
• Ensure appropriate waivers and supplier releases are received and joint checks if necessary before releasing Vendor cycle checks.
• Ensure all Field Purchase orders, Customer Service work orders, and debit memos are correct and matched in Invoice Automation system before releasing to ERP
• Notify Trade Partners / Purchasing coordinators in advance of check day of missing supplier waiver releases.
• Printed checks and payment register are given to one / two authorized managers for review and signature.
• After check signing, ensure checks are mailed in a timely manner to meet Accounting deadlines.

Key Result Area #4 : Process all Multiple Company Invoices

• Process all multiple company invoices, including those for master accounts.
• Cut checks and mail prior to due date.
• Ensure all multiple company invoices have all the correct approvals and proper coding in invoice automation before sending to ERP.
• Coordinate with AP team to ensure all payments are processed timely in accordance with payment schedule.

Key Result Area #5 : Assist in training new AP Coordinators

• Together with AP Manager and Leads, train and mentor all new members to the AP team.
• Assist in creating / updating the AP training manuals to ensure a smooth transition for new team members into the Accounts Payable Coordinator role.
• Assist in creating / updating 30-, 60-, 90-day training calendar for new team members to identify successes and deficiencies.

Key Result Area #6 : Check Voids in JDE

• Primarily responsible for all check voids and updating check void log.
• Train back-up Accounts Payable Coordinator and ensure Coordinator is proficient.
• Update check void procedures and have back-up test for accuracy.
• Appropriately process check voids in the Enterprise One system.
• Provide support for check voids.

Key Result Area #7 : Other Miscellaneous Responsibilities

Performance Standards :

• Review and organize existing 20-Day Preliminary Notices; establish / update current processes for Coordinators to review.
• Other special projects as assigned.

Knowledge / Skills

• Minimum 5 years Accounts Payable experience
• Minimum 2 years' experience with EnterpriseOne
• Experience with Account Payable Invoice Automation required
• Homebuilding experience preferred
• Beginner to intermediate level Excel
• High School Diploma or GED

Shea Homes is an equal opportunity employer and considers qualified applicants for employment without regard to race, color, creed, religion, national origin, sex, sexual orientation, gender identity and expression, age, disability, or Vietnam era, or other eligible veteran status, or any other protected factor.

EOE / M / F / D / V