AP and Expense Coordinator

Position: AP and Expense Coordinator Studio/Department: Accounting Rockwell Group, an award-winning architecture and multi-disciplinary design firm, seeks a Studio Billing Coordinator with experience for a fast-paced environment. Superb Communication and organizational skills required. Main responsibilities include:

• Accounts Payables o Assisting with coordinating and gathering approved vendor/consultant invoices for processing o Invoice processing- receive, review, and enter approved vendor invoices per payment terms (weekly) o Help with Vendor management- ensuring vendor record and banking information is current o Schedule and process payments, including checks, electronic transfers, and ACH o Monitor payment schedules to ensure timely disbursements and avoid late fees o Address and resolve payment discrepancies and issues with vendors
• Corporate Credit Card Program Administration: (Monthly and Weekly) o Format Deltek Vantagepoint uploads, ensuring the control total reconciles with the statement balance. o Send monthly emails to cardholders notifying them that charges are ready to be reconciled in Vision, with a completion deadline of 5-7 days. o Follow up with cardholders who have not submitted their reports by the indicated deadline. o Review submitted corporate credit card expense reports o Coordinate with card issuers to dispute unauthorized charges, investigate anomalies, and flag suspicious activity
• Expense Review (Weekly) o Audit employee expense reports (verifying the correct usage of categories, phases, accounts, etc.) o validate receipts o Enforce travel and entertainment (T&E) policy compliance ( company and project) o Policy Enforcement & Training: Educate staff on expense workflows, handle policy violations, and manage exception approval processes
• Billing- (Reimbursable) o Work with fee billers on monthly basis to capture all Project related expenses( receipts, travel bookings and vendor invoices) by monthly deadline o Client Billing : creating, sending, revising invoices to the client as needed o Ensure that all billed costs match client contracts, project budgets, and corporate policies o Dispute Resolution: Answer client billing questions and fix invoice errors o Track payment status, follow up on unpaid balances, and reconcile accounts Qualifications: Associate or bachelor’s degree in accounting, finance, or business administration 2+ years experience working in accounting, T&E management, or corporate card administration Proficiency in Microsoft Excel (VLOOKUPs, Pivot Tables) required, experience working with vantagepoint or other ERP/expense software (SAP, Oracle, Concur) a plus High ethical standards with discretion with sensitive data Strong interpersonal communication skills Sharp attention to detail General Information: This is a Full Time – In Studio position. Salary is commensurate with qualifications and experience ranging from $65,000 to $75,000. Rockwell Group is an equal opportunity employer committed to a diverse, equitable, and inclusive workplace. Women, minorities, individuals with disabilities, and veterans are encouraged to apply.