Accounts Payable Coordinator – Law Firm

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A boutique law firm in Coral Gables, FL is seeking an experienced Accounts Payable Coordinator for their team.

The Accounts Payable Coordinator manages the firm’s financial obligations, ensuring vendors and suppliers are paid accurately and on time. This role is vital for maintaining the firm’s financial health, managing cash flow, and ensuring compliance with accounting standards, particularly for client-related expenses.

Responsibilities:

• Invoice processing: Receive, code, and enter vendor invoices into the accounting system for payment. This includes verifying accuracy and matching invoices with purchase orders when applicable.
• Vendor management: Communicate with vendors to resolve discrepancies or questions related to invoices and statements.
• Payment processing: Prepare, review, and issue payments, including checks, ACH, and wire transfers.
• Expense tracking and allocation: Track and allocate client-specific costs and other firm expenses accurately.
• Bank and account reconciliation: Reconcile monthly vendor statements and company bank and credit card statements to ensure accuracy.
• Month-end and year-end procedures: Assist with month-end and year-end closing processes related to accounts payable.
• Financial record-keeping: Maintain organized and meticulous records of all AP transactions for auditing and tax purposes.
• Reporting: Generate various reports, including accounts payable aging, cash flow statements, and other financial summaries.
• Petty cash management: Manage and record petty cash transactions and reimbursements.
• Trust Account Management: Handle data entry for cash receipts and disbursements for the firm’s client trust (IOLTA) account.

Skills:

• Experience: Proven experience in an accounts payable role, preferably in a law firm or professional services environment.
• Software proficiency: Expertise with accounting software such as Tabs3 or other specialized legal billing and accounting software.
• Microsoft Excel: Strong proficiency with Microsoft Excel is required.
• Knowledge of accounting principles: A solid understanding of bookkeeping and Generally Accepted Accounting Principles (GAAP).
• Attention to detail: Excellent accuracy and a meticulous approach to financial data entry and reconciliation are critical.
• Communication skills: Strong written and verbal communication skills for interacting with vendors, clients, and internal staff.
• Organizational skills: Strong time management and organizational skills to handle a high volume of invoices and payment cycles.
• Integrity: The ability to handle sensitive and confidential financial information with discretion.

Education/Experience:

• Bachelor’s degree in Accounting and/or 3-5 years of related experience
• Experience within a law firm’s accounting dept/team required

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