Accounts Payable Coordinator

This is a fully remote position, open to applicants in United States.

📋 Description

• Oversee the procurement process and invoice management for the Enterprise Laboratory Instrument Services (ELIS) program.

• Generate and issue purchase orders based on approved requisitions, ensuring accurate vendor details, pricing, coding, cost center, and asset reference.

• Verify that purchase orders align with quotes and contract prices prior to issuance.

• Maintain the status of open purchase orders and finalize completed orders.

• Follow up on purchase orders that are delayed in approval or with the vendor.

• Reconcile invoices with purchase orders and receipts, and address any discrepancies.

• Ensure documentation of work performed is verified before approving invoices.

• Route invoices to sites for work confirmation when evidence is not available in the system of record.

• Process approved invoices for payment according to agreed terms and monitor payment performance.

• Hold and inquire about invoices that do not comply with standards, documenting the reasons.

• Address price, quantity, and scope discrepancies with vendors.

• Manage credits, rebills, and corrections, ensuring completion confirmation.

• Escalate contract or pricing discrepancies to the Sourcing Coordinator.

• Report recurring vendor invoicing issues to the Director.

• Reconcile work order completion data against invoices alongside Master Data Analysts.

• Reconcile open purchase orders and accrual positions at the end of each period.

• Provide data on spending, commitments, and payments for budgets, client reporting, and audits.

• Identify spending outside the entitlement position for further investigation.

• Ensure segregation of duties and maintain traceable records from requisition to payment.

• Assist with internal and client audits.

• Host and escort OEM and third-party personnel when they are present at client sites.

• Verify third-party induction, badging, site access, and compliance with safety protocols.

• Confirm authorized work and complete service records before third parties exit the site.

• Report unannounced arrivals or work outside the authorized scope.

⛳️ Requirements

• A minimum of 2 years' experience in accounts payable, purchase order processing, or a similar transactional finance role.

• Proven experience in matching invoices to purchase orders and receipts, along with investigating any mismatches.

• Experience in resolving invoice and pricing disputes directly with vendors.

• Strong proficiency in spreadsheet applications, including lookup and reconciliation techniques.

• Familiarity with an enterprise resource planning or purchasing platform.

• Preferred experience with a CMMS as a source of work order evidence.

• Ability to retain and explain invoices under pressure to address backlogs.

• Preferred experience in a regulated or technical service environment.

• An Associate or Bachelor’s degree in finance, business, or accounting is preferred.

• Equivalent experience will be considered.

• Training in GxP, data integrity, and financial control is provided or required.

• Must adhere to Renovo's safety policies, procedures, and expectations regarding injury and illness prevention.

• Must comply with applicable customer site safety requirements, OSHA guidelines, and specific laboratory or facility procedures.

• Timely completion of required safety training assignments is mandatory.

• Must ensure segregation of duties between requisition, approval, and payment processes.

• Must meet client procurement policies and Renovo's financial control requirements.

🏝️ Benefits

• Opportunities for career advancement within the company.

• Continuous training opportunities.

• Mentorship programs available.

• A supportive work environment.

• Promotion from within the organization.

• Training in GxP, data integrity, and financial control provided or required.

• Training on purchasing platforms and CMMS will be provided after hiring.

• Approximately 5% travel required for training and program meetings.