Job Description

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Position Overview:

We are seeking a detail-oriented and experienced Expense Management Coordinator to join our finance department at Heartland Dermatology. The ideal candidate will play a crucial role in managing and ensuring the accuracy of our accounts payable process, maintaining positive relationships with vendors, and contributing to the overall financial health of our organization.

Responsibilities:

Invoice Management:

• Maintain incoming invoices via email and mail and input them in the A/P Software
• Request invoices from vendors if an expected invoice has not been received or has been lost
• Ensure compliance with relevant financial regulations and internal policies.

Vendor Management:

• Maintain positive relationships with vendors, address inquiries, and resolve past-due discrepancies in a timely manner.
• Responsible for setting up new vendors and keeping all correspondence, W-9 and vendor contact information up to date in the accounting software.

Payment Processing:

• Prepare and process invoice payments after approval.
• Coordinate with vendors and employees if payments have not been deposited.
• Main POC for Leadership/Executive Team to issue deposits for equipment or large projects in a timely manner
• Liaison between the vendor and applicable member of Leadership/Executive team for large projects and equipment purchases to ensure payment terms are consistently met.
• Post manual, hand-written checks in the accounting software
• Issue patient requested refund checks and post them to patient accounts in EMA.
• Respond to inquiries about invoices, vendors and payment status from Leadership Team or Adams Brown

Banking/Accounting Liaison

• Resolve bank rec reconciliation discrepancies.
• Assist with Month-End Closing procedures.
• Main POC for Positive pay discrepancies, posts hand-written checks to positive pay.

Expense Reconciliation & Recordkeeping:

• Reconcile vendor statements and resolve discrepancies to ensure accurate financial records.
• Maintain organized and up-to-date records of all accounts payable transactions for audit and reporting purposes.

Credit-Card Transactions

• Assist/Audit transaction coding for accuracy
• Ensure proper receipt capture among all users (itemized receipts and invoices)
• Add receipts/invoices for auto-payments
• Sync completed transactions to Intaact
• Continuously update coding for budget, expense category and location of transactions based upon the nature of the purchase to ensure budget funds aren't being held hostage
• Monitor transactions to identify fraudulent charges, cancel/re-issue physical and virtual cards
• Manage users and budgets - add funds to certain budgets when necessary

Assist Inventory Management

• Coordinate Staff orders from skin care vendors
• Assist with Wichita HA inventory management and audits

Qualifications:

• Proven experience as an Accounts Payable Coordinator or similar role.

• Knowledge of accounting principles and practices.

• Familiarity with relevant financial regulations.

• Strong attention to detail and accuracy.

• Excellent organizational and time-management skills.

• Effective communication and interpersonal skills.

• Proficiency in accounting software and MS Office Suite.

• Ability to work independently and collaboratively in a team environment.

Education and Experience:

• Bachelor's degree in Accounting, Finance, or related field preferred.

• 2+ years of experience in accounts payable or a similar finance role.

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