Job Description

Accounts Payable Coordinator

Department: Finance

Reports To: Accounts Payable Manager

Location: New York, NY (Hybrid)

Position Summary

The Accounts Payable Coordinator supports the Finance team by ensuring accurate and timely processing of all vendor invoices, employee reimbursements, and payment requests. This role plays an essential part in maintaining strong financial controls, supporting audit readiness, and upholding FIDF’s commitment to efficient, compliant, and high-quality financial operations. The ideal candidate is detail-oriented, responsive, and comfortable working in a fast-paced nonprofit environment with multiple internal stakeholders.

Key Responsibilities

Invoice & Payment Processing

• Review, verify, and enter vendor invoices and payment requests.
• Ensure proper coding, documentation, and approvals in accordance with FIDF’s AP policies and internal controls.
• Assist in payment runs, ensuring accuracy, timeliness, and proper support.
• Assist with AP aging reports, activity reports, and month-end close tasks as needed.
• Reconcile vendor statements and identify variances or missing invoices.
• Ensure adherence to IRS regulations, internal AP policies, and organizational procedures.
• Support Finance leadership with ad-hoc reporting and special projects.

Vendor & Internal Stakeholder Support

• Set up and maintain vendor records, including W-9s, banking information, and documentation required for compliance.
• Monitor the AP mailbox and route items appropriately.

Qualifications

• Bachelor’s degree in Accounting, Finance, or related field preferred.
• 1–3 years of accounts payable or general accounting experience; nonprofit experience a plus.
• Strong attention to detail, time management, and organizational skills.
• Proficiency with accounting software (Blackbaud Financial Edge or similar strongly preferred).
• Familiarity with expense management tools (Concur, Divvy, or similar) a plus.
• Ability to communicate clearly and professionally with staff, vendors, and leadership.
• Commitment to FIDF’s mission and values.

Experience Required

3-4 years