Accounts Payable Coordinator @ Philz Coffee

Accounting (1)

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, giving you the flexibility to work from home while staying closely connected to where the action happens - our stores. To make the most of that connection, you’ll need to be based in either the San Francisco Bay Area or Los Angeles. Being in our market means you’ll have the chance to see the impact of your work firsthand and stay close to our operations and culture that Betters People's Day.

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
Maintain fixed asset ledger
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

ESSENTIAL PHYSICAL REQUIREMENTS

Visual acuity
Expressing or exchanging ideas by means of the spoken word; those activities where detailed or important spoken instructions must be conveyed to others
Repetitive motions: Making substantial movements (motions) of the wrists, hands, and/or fingers
Extending hand(s) and arm(s) in any direction
Bending, Reaching, Pulling, Pushing, Extending arms/hands occasionally during shift
Sitting for extended periods of time
Exerting up to 10-20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects

**Compensation & Benefits

A reasonable estimate of the starting hourly rate for this part-time role is $25.00 to $30.00 per hour at 20 hours per week. Please note that the base pay will vary based on qualifications, previous experience, and work location.

When you join our team, we better your days with holiday pay, Vacation & Sick Time, Team Member discounts, freebie drinks and discounted beans, fun Philz swag, opportunities for growth and advancement, and more!

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Accounts Payable Coordinator

Part-Time

Philz Coffee

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