Payment Coordinator

Key Accountabilities

• Process and record all payments (wire transfers, checks, credit card transactions) promptly and accurately
• Ensure payment details are correct, complete, and compliant with company policies
• Collaborate with the Office Assistant and Project Coordinator to verify quotes, invoices, and vendor agreements
• Maintain accurate and up-to-date financial records related to project expenditures

Detailed Responsibilities

• Payment Processing: Execute payments based on approved invoices, quotes, or purchase orders (e.g., wire transfers for large equipment, credit card payments for smaller bills).
• Verification & Documentation: Double-check that requested payments align with vendor quotes and final invoices received from the Project Coordinator and Office Assistant.
• Financial Administration: Monitor credit card fees, bank transfer details, or any additional charges; keep thorough records of each transaction.
• Communication: Send payment confirmations to the relevant parties (vendors, internal teams) and promptly address any questions about payment status.
• Compliance & Security: Handle sensitive financial information responsibly, ensuring compliance with internal controls and any legal/regulatory requirements.
• Reporting: Provide regular updates on expenditures, track budget vs. actual costs, and flag any discrepancies or irregularities.
• Process Improvement: Work with the Office Assistant and Project Coordinator to refine the “white glove” payment process in Odoo, improving speed, accuracy, and documentation.