Office Coordinator / Accounts Payable Specialist in Atlanta, GA at Vaco

Date Posted: 7/10/2019

Job Snapshot

  • Employee Type:
  • Location:
    Atlanta, GA
  • Job Type:
  • Experience:
    At least 2 year(s)
  • Date Posted:
  • Job ID:

Job Description

Vaco is seeking an Office Coordinator with Accounts Payable experience for a great client in the Buckhead area. This role is designed to support the main office function with administrative and accounting support. This is a Direct Hire opportunity with a target salary range of $45k-$50k.

Job Duties:
Accounts Payable

  • Organize, process and upload 50+ A/P invoices per day within Yardi Payscan module
  • Code invoices and accounts as required; perform detailed reconciliation; and process account transactions in an accurate and timely manner
  • Interact with vendors, customers, executives, facility management leadership, and internal finance team to address and resolve any inquiries or issues
  • Responsible for adding new vendors and updating existing vendors
  • Respond to all vendor inquiries, reconcile vendor statements, research and correct discrepancies
  • Maintain accurate A/P records and files to ensure compliance with IRS rules
  • Assist with the annual filing of FORM 1099 for vendors and partners

Office Coordinator

  • Manage incoming and outgoing mail and packages (UPS, FedEx, USPS, etc.)
  • Responsible for answering the main phone line and handling customer inquiries
  • Assist with planning and coordinating company and customer events to include; weekly office lunches, holiday parties, etc.
  • Handle new hire office administration including reassigning office space, ordering access cards, copier set-up, phone line set-up, business cards and schedule headshots
  • Manage office supply inventory and place orders for marketing materials
  • Serve as primary contact for landlord's property management and building security
  • Handle executive's travel arrangements including; airfare, hotel, car and dining, when requested
  • Manage all office vendor relationships including researching and assessing potential vendors, preparing recommendations for senior leadership, negotiating contracts and overseeing the ongoing vendor relationship for (internet/phone, copiers, delivery services, office furniture, other equipment etc.)


  • Bachelor's degree or equivalent experience required
  • 3+ years working in Accounts Payable, combined with Administrative experience, required
  • Experience evaluating and negotiating with vendors, preferred
  • Experience booking executive travel, preferred
  • Proficiency in the use of Microsoft Office and Windows, required
  • Handle confidential information in a sensitive and professional manner, required
  • Excellent verbal, written, and interpersonal communication skills, required
  • Ability to manage multiple tasks under strict deadlines while working independently, required
  • Ability to interact professionally with all levels of the organization, required
  • Exceptional organizational, quantitative and problem-solving skills required
  • Exceptional attention to detail, required
  • Ability to approach problems both logically and creatively, required
  • A drive to exceed expectations and be part of a dynamic growing organization, required
  • An energetic self-starter with a "can-do / whatever it takes" attitude who can perform under pressure, work successfully on tight deadlines, and identify and resolve problems as they arise, required
  • Someone who can juggle many competing priorities at once, preferred
  • Someone who is resourceful, conscientious, and takes personal pride in their work, preferred
  • Utilize discretion and good judgement in evaluating, recommending and negotiating with vendors, preferred