Accounts Payable Coordinator III

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Job description

Job Description:
At IPS, we apply our knowledge, skills, and passion to make a difference in the lives of people, solving complex challenges related to life sciences. We are looking for a talented Accounts Payable Coordinator III to join our industry-leading Accounting/Finance team at our office located in Blue Bell, PA.

Schedule: Hybrid, 2 days in office/Monday-Friday/ Business Hours

In this role, you are responsible for management of the operations and activities of Accounts Payable, ensuring that standard operating procedures are followed, and disbursement of funds is within guidelines. You will supervise and monitor activities, satisfy reporting requirements and maintain detailed records of all activities and transactions.

Position Responsibilities

Oversees the processing of Accounts Payable invoices from vendors and subcontractors, including the routing of posted invoices for approval, maintaining open AP files, processing payments as directed, routing payments for approvals and signatures, and coordinating the delivery to vendors

Responds to escalated inquiries related to the status of invoices from outside vendors

Provides high level oversight of the Accounts Payable Service Desk

Acts as main point of contact for internal inquires for Project Teams, Operations, Project Accountants and other departments

Delegates tasks to the team and assists as needed

Drives weekly and monthly deadlines to be met by team

Conducts routine audits of work and verifies the accuracy of the team

Ensures processes and payments follow internal SOPs and audit requirements

Compares commitments to Grants of Authority prior to syncing with financial system. Tracks Commitment balances and reports on a weekly basis with Project Teams

Processes transfers as requested

Maintains record of employee contractor bill and pay rates

Reconciles the monthly statements of AP Purchasing Cards

Coordinates with company card holders to allocate costs correctly

Processes backup for all expenses and card related charges

Analyzes expense reports and other invoices for accuracy and eligibility for payment

Verifies vendor and subcontractor banking information for electronic payments

Oversees reports regarding weekly and off cycle check runs and distributes to the appropriate Directors for approval. Ensures correct payments are made in a timely manner

Reviews payment before final approval and guarantees the appropriate signatures and backup have been acquired including waivers and commitment values

Prepares check disbursements for delivery by mail or drop off to Fedex as needed (Requires being in the office)

Participates in compiling data for weekly cashflow report to Treasury

Manages end of month reports and activities - Reports on WIP Forecast, Accruals, codes multiple job invoices for processing, closes adjustment invoices, monitors that all other month end activities are completed by team

Conducts performance evaluations

Ensures tax information has been collected for vendors in the system and processes yearly 1099s tax forms

Come join a caring, nimble team that delivers world-class designs for our pharmaceutical clients and take your career to new heights!

Qualifications & Requirements:
5+ years of Accounts Payable experience.

Proficiency with Microsoft Office

Highly reliable with strong organizational skills to manage a large amount of documents and information.

Good interpersonal skills and ability to efficiently interact with both internal and external contacts.

Preferred Qualifications

Critical thinking skills, professionalism, and sense of urgency and adherence to ethics and compliance.

Associate's Degree in Accounting.

Oracle or Sage Timberline experience.

Previous management experience is a plus.

Flexibility to be in office as needed.

IPS will not sponsor employment visas for this position.

About Us:
IPS, a Berkshire Hathaway Company, is a global leader in developing innovative business solutions for the biotechnology and pharmaceutical industries. Through operational expertise and industry-leading knowledge, skill, and passion, IPS provides consultancy services, architecture, engineering, project controls, construction management, and compliance services that allow clients to develop and manufacture life-impacting products. Its newest acquisition, Linesight, specializes in cost, schedule, risk, program, and project management services in various market sectors, including data centers, life sciences, and high-tech industries. With the addition of Linesight, IPS has over 3,000 professionals in over 45 offices across 17 countries in the Americas, Europe, Asia Pacific, Southeast Asia, Australia, and the Middle East.

Specialties

Process Architecture, Process Design, Engineering, Construction, Commissioning, Qualification, LEAN Project Delivery, Strategic Master Planning, Energy Conservation Management, Project Controls, Program/Project Management, Operations/Logistics Strategy and Planning, EPCMV and Staffing Services.

All qualified applicants will receive consideration for employment at IPS without regard to race; creed; color; religion; national origin; sex; age; disability; sexual orientation; gender identity or expression; genetic predisposition or carrier status; veteran, marital, or citizenship status; or any other status protected by law. IPS is proud to be an affirmative action and equal opportunity employer.

Attention Search Firms / Third-Party Recruiters: IPS is not seeking assistance or accepting unsolicited resumes from search firms for employment opportunities with IPS. Regardless of past practice, all resumes submitted by search firms to any employee at IPS via email, the Internet, or directly to hiring managers at IPS in any form without a valid written search agreement in place for a specific position will be deemed the sole property of IPS, and no fee will be paid in the event a candidate is hired by IPS as a result of the referral or through other means.

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