[Hiring] Sr. AP Coordinator @Whistle Express Car Wash

Role Description

You are not just processing invoices. You are helping protect cash, strengthen controls, and keep the business moving. The Sr. AP Coordinator role at Whistle Express is responsible for accurate, timely, and well-controlled accounts payable activity across a growing, multi-site business. This role reviews invoices, supports vendor payments, resolves discrepancies, performs reconciliations, and partners with Procurement, Accounting, Finance, field leaders, and vendors to keep transactions moving and financial records complete.

At this level, success is measured by:

• Accuracy
• Responsiveness
• Payment discipline
• Clean reconciliations
• Strong vendor support
• Ability to identify issues before they become financial, operational, or control concerns

What You’ll Do

• Invoice Processing
  • Review and validate invoices for accuracy, coding, approvals, supporting documentation, and compliance with company requirements.
  • Perform three-way matching of purchase orders, receipts, and invoices, and resolve exceptions before payment.
  • Monitor AP aging, outstanding balances, duplicate invoices, payment exceptions, and other issues that could affect vendor relationships or financial accuracy.
  • Provide invoice accruals for items not processed systematically for month end close activities.
• Vendor Support, Reconciliations, and Close
  • Reconcile vendor accounts, research discrepancies, and resolve invoice, payment, and account-balance questions with clear follow-through.
  • Respond to vendor and internal inquiries promptly while maintaining accurate documentation of issues and resolutions.
  • Support month-end and year-end close activities, including accruals, expense support, and related accounting schedules.
  • Support internal and external audits by providing organized, accurate documentation and reconciliations.
• Controls, Reporting, and Process Improvement
  • Ensure AP activity follows company policies, accounting procedures, approval requirements, and internal controls.
  • Prepare recurring AP reports and analysis for Finance and Accounting leaders, highlighting exceptions, trends, risks, and required actions.
  • Analyze AP data to identify errors, recurring issues, control gaps, and opportunities to simplify or improve workflows.
  • Partner with Procurement, Accounting, Finance, Operations, and system teams to improve data quality, automation, and the reliability of the procure-to-pay process.
  • Maintain organized, audit-ready support for invoices, approvals, payments, reconciliations, and process documentation.

Qualifications

• 2–4 years of experience in accounts payable, accounting, or a related finance function, preferably in a high-volume environment.
• Strong understanding of accounts payable, vendor reconciliations, invoice matching, payment processing, accruals, and general accounting principles.
• Experience with ERP or accounting systems; NetSuite experience and familiarity with AP automation or invoice-processing platforms are preferred.
• Strong Excel skills, including pivot tables, lookups, and data analysis.
• Strong attention to detail, organization, documentation, analytical thinking, and problem-solving skills.
• Able to manage multiple priorities, meet deadlines, work independently, and follow issues through to resolution.
• Clear written and verbal communication skills with the ability to partner effectively across Finance, Procurement, Operations, and external vendors.
• Knowledge of internal controls and experience supporting audits or process-improvement work are preferred.
• Associate or bachelor’s degree in Accounting, Finance, Business Administration, or a related field preferred.

Benefits

• Reliable payables depend on disciplined follow-through.
• If you are ready to bring accuracy, ownership, and practical problem-solving to a growing Finance team, we want to hear from you.

Company Description