Accounts Payable Coordinator

About Circular Services:
Circular Services is the largest privately held recycling and organics service provider in the U.S. It operates over 25 facilities serving major long-term municipal and commercial contracts. The mission of Circular Services is to keep valuable materials in circulation and minimize the cost and environmental impact of landfills. The company services municipal contracts with some of the largest and fastest growing cities in the U.S. including New York City Austin San Antonio and Phoenix.

About the Role:

We are seeking a detail-oriented and proactive Accounts Payable Coordinator to join our finance team in a high-volume fast-paced environment. This role is responsible for executing the day-to-day accounts payable operations including processing a large volume of invoices ensuring accurate coding and maintaining timely payments to vendors The ideal candidate will demonstrate strong organizational skills excellent communication abilities and a commitment to accuracy and efficiency. You will collaborate closely with vendors and internal departments to resolve discrepancies and support smooth financial operations.

Responsibilities:

• Review and verify invoices for accuracy completeness and proper authorization prior to posting for payment.
• Track research and resolve invoice discrepancies and issues in a timely and documented manner.
• Perform regular account reconciliations to ensure accuracy of financial records.
• Process and record online payments within the ERP system.
• Process weekly payments to vendors.
• Support internal teams with payment-related questions and documentation.
• Ensure all transactions comply with internal financial policies and procedures.
• Establish and maintain positive vendor relationships including timely communication and issue resolution.
• Maintain vendor records by setting up new vendors reconciling accounts and managing W-9 forms for 1099 processing.
• Assist the accounting team in preparing documentation and support for the Annual Audit.

Minimum Job Qualifications:

• 5 years of experience in Accounts Payable or a similar transactional accounting role with hands-on experience managing invoices payments reconciliations and vendor records.
• Strong attention to detail and accuracy with excellent problem-solving skills to research and resolve discrepancies independently.
• Proficient in Microsoft Excel and ERP systems with solid organizational and time management abilities to prioritize and meet deadlines.
• Effective communicator with strong interpersonal skills able to collaborate across teams and provide exceptional service to internal and external partners.
• Demonstrated integrity and professionalism maintaining confidentiality and handling sensitive financial information responsibly.

Preferred Job Qualifications:

• Proven ability to work efficiently in a fast-paced high-volume environment.
• Experience working with Microsoft Dynamics 365 Business Central or similar ERP systems.
• Advanced proficiency in Microsoft Excel (e.g. pivot tables VLOOKUP formulas).
• Familiarity with 1099 processing and vendor compliance requirements.
• Prior experience supporting audit preparation or working in a regulated financial environment.

Working Conditions and Physical Requirements:

• Work is performed in a professional office setting during standard business hours with occasional overtime during financial close periods.
• Requires prolonged periods of sitting and computer use with frequent data entry and document review.
• Must be able to lift and carry up to 15 pounds occasionally.
• Regular communication with internal teams and external vendors via phone email and in-person.
• Ability to maintain focus and accuracy in a fast-paced deadline-driven environment.

EEOC:Circular Services is an Equal Opportunity Employer and Prohibits Discrimination and Harassment of Any Kind: Circular Services is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions at Circular Services are based on business needs job requirements and individual qualifications without regard to race color religion or belief national social or ethnic origin sex (including pregnancy) age physical mental or sensory disability HIV Status sexual orientation gender identity and/or expression marital civil union or domestic partnership status past or present military service family medical history or genetic information family or parental status or any other status protected by the laws or regulations in the locations where we operate. Circular Services will not tolerate discrimination or harassment based on any of these characteristics.