Accounts Payable Administrative Coordinator

Company Summary

If you are searching for a fulfilling place to develop your career and an opportunity to make a difference in helping others, then keep reading on. Here at AAC, we have a progressive culture; we listen to your ideas, value a work/life balance, invest in education, and we foster trust and respect for all individuals. Our exceptional comp and strong benefits include company matching 401K, medical, dental, vision and life insurance. We are looking for our future leaders, who are not only going to fill the qualifications for this job description, but who are going to exceed expectations. Be a part of a team whose mission is to provide quality, compassionate, and innovative care to adults struggling with addiction and co-occurring mental health disorders. Our purpose and passion are to empower patients, their families, and our communities by helping individuals achieve recovery and optimal wellness of the mind, body, and spirit.

Job Summary

The Accounts Payable Administrative Coordinator provides administrative and operational support to the Accounts Payable (AP) team and assists the broader Finance, Revenue Cycle, and Accounting departments based on work volume and organizational needs. This position reports directly to the AP Manager and operates within a matrixed structure, supporting projects and administrative functions under the direction of the Chief Financial Officer as needed. The role helps ensure vendor documentation and invoice processing are completed accurately and efficiently, supports mail collection and distribution for financial departments, and contributes to the smooth execution of day-to-day financial operations. The ideal candidate is detail-oriented, organized, and proactive - a diligent professional who thrives in a fast-paced, mission-driven environment. American Addiction Centers (AAC) is a leading provider of behavioral healthcare and addiction treatment services across the U.S. We are committed to delivering compassionate, evidence-based care that helps patients achieve lasting recovery. Our corporate Finance, Revenue Cycle, Accounts Payable and Accounting teams play a vital role in supporting AAC’s mission of saving lives by ensuring operational integrity and organizational efficiency across our national network of treatment facilities.

Duties and Responsibilities:

Accounts Payable

• In partnership with business owners, provide the following forms required to set up a vendor in Financial Force, including W9, ACH (and/or bank verification letter).
• Provided W9 for a new vendor, enter business details into AAC’s compliance and screening system to ensure the vendor meets customary standards for AAC to engage in business.
• Provided clearance via compliance screening, enter vendor details into Financial Force.
• As new vendors are added, obtain copies of the contract/agreement to ensure payment terms match agreed upon terms, payment amount, and frequency.
• Provided vendor invoice(s), audit invoice details including facility/department location, dates of invoice, amount being invoiced, and net term details, enter into Financial Force.
• Provided vendor invoice, route to the appropriate business owner/approver within the organization.
• As applicable, periodically check for timely business owner invoice approval; engage business owners as necessary to promote timely review and approval of invoice.
• In alignment with month-end close, partner with vendors to reconcile vendor invoices including balances owed for the period matches AAC’s scheduled payment; correct as necessary in partnership with AP Manager.
• As schedule permits, other duties as assigned by AP Manager include  management of AP email inbox, vendor engagement, assisting with month-end close and/or AP reporting.
• Collect and distribute vendor invoices/statements (physical mail) as needed; may include scanning physical (paper) mail items to a digital format.
• Assist AP Manager with administrative tasks, as needed.
• Open and distribute mail including checks and other correspondence. 

Accounting

• Collect mailed checks from patients, insurance claims, rebate checks and route to appropriate Accountant team member(s) to process/deposit.

Revenue Cycle Management

• Collect and distribute RCM specific physical mail as needed; may include scanning physical (paper) mail items to a digital format.

Finance/Accounting/RCM/AP Leadership Support

• Support the department’s leadership team with administrative tasks, as needed.
• Support the Chief Financial Officer, as needed.

Other

• Collect, scan and distribute department-specific mail to appropriate department leadership, including but not limited to Payroll, Human Resources, Legal, etc.

Education

• High school diploma or equivalent required.
• Associate and/or Bachelor’s degree in Accounting, Finance, or Business preferred.

Experience

• 2+ years of experience in accounts payable, accounting operations, or administrative support.
• Background in a professional services environment such as finance, accounting, or legal settings preferred.
• Experience working in a high-volume, deadline-driven environment.
• Familiarity with ERP or accounting systems (FinancialForce, Salesforce or similar).
• Demonstrated ability to manage multiple priorities and maintain accuracy under pressure.

Personal Attributes

• Diligent, conscientious, and highly dependable.
• Self-motivated go-getter with a proactive approach to problem-solving and follow-through.
• Detail-oriented with a strong sense of ownership and accountability.
• Professional, composed, and adaptable to shifting priorities and deadlines.
• Strong communication and interpersonal skills with a collaborative mindset.
• Upholds confidentiality and discretion when handling sensitive information.

Physical Requirements

AAC is committed to principles of equal opportunities for all employees.  The Company will provide reasonable accommodations that are necessary to comply with State and Federal disability discrimination laws

• Prolonged sitting at a desk
• Must be able to lift 15 pounds at a time

Certifications and Licenses: N/A

Supervisory Responsibility:  N/A.

Other Work Requirements:

• Expected Hours of work (Full-Time/Part Time, Day Time 8a-5p)
• Expected to work a hybrid schedule including remote and in office hours.

American Addiction Centers is an equal opportunity employer.  American Addiction Centers prohibits employment practices that discriminate against individuals or groups of employees on the basis of age, color disability, national origin, race, religion, sex, sexual orientation, pregnancy, veteran or military status, genetic information or any other category deemed protected by state and/or federal law.