AP Coordinator

At Philz, every role helps us Better Days and as our Accounts Payable Coordinator, you'll play a key role in keeping things running smoothly behind the scenes. You'll process invoices accurately and on time, build strong vendor relationships, and help us stay on top of our financial commitments. You'll also work with teams across the business to resolve discrepancies, support audits, and ensure compliance. This is a great opportunity to gain exposure to both administrative and professional experience while contributing to the growth of Philz.

If you're detail-oriented, collaborative, and ready to build your career with a mission-driven company, let’s talk!

This is a 20 hours per week, remote position and you must be based in one of the following Philz markets - California (SF Bay Area or Southern California).

WHAT YOU’LL DO

Invoice & Payment Processing

• Review invoices for proper coding and approval routing; adjust as needed to ensure compliance with internal procedures and GAAP
• Coordinate, review, and upload invoices from third-party systems (e.g., Capturis, Service Channel) into the ERP system
• Clear payments in both the payment system and ERP system, as necessary
• Communicate overdue invoices or payment issues to the appropriate Accounting team member for resolution

Vendor & Record Management

• Set up new vendors in the payment system and follow up with vendors and internal stakeholders to confirm completion of vendor onboarding
• Reconcile vendor statements each month and request missing invoices or credits as needed
• Communicate with vendors and internal stakeholders to resolve missing invoices, credits, or other discrepancies
• Maintain accurate and organized records, including tracking sheets and supporting documentation

Audit & General Support

• Assist with audit requests by pulling electronic invoice copies and account details by given deadlines
• Follow up on outstanding invoice approvals to ensure timely month-end close
• Document AP processes and flag recurring issues to the team for review
• Uphold organizational privacy standards by managing confidential data appropriately
• Perform other related duties and administrative tasks as assigned

WHAT YOU’LL NEED

• Minimum of 1 year previous Accounting experience and/or relevant experience or education
• Exposure to financial systems, data entry tools, or accounting software through internships, coursework, or professional experience
• Working knowledge of Microsoft Office Suite (Excel, Outlook, Word) and/or Google Workspace (Sheets, Docs, Drive)
• Exposure to Generally Accepted Accounting Principles (GAAP), with the ability to apply them in daily tasks is ideal
• Strong attention to detail, with the ability to accurately process large volumes of information
• Proven ability to prioritize and complete multiple tasks to meet deadlines
• Clear and effective communication skills, both written and verbal