Accounts Payable & Administrative Assistant

We are a medium size Contractor and we're looking for a hands-on, organized Accounts Payable/Administrative Assistant to join our team. This is a full time position with 40hrs a week, reporting to the office daily. This role helps keep the office running smoothly by handling day-to-day admin and support tasks. If you're detail-oriented, good at juggling priorities, and comfortable in a fast-paced construction setting, you’ll fit right in and help keep everything on track behind the scenes.

Responsibilities

• Manage front desk operations, including greeting customers, answering incoming phone calls, and collecting and distributing mail.


• Handle Accounts Payable responsibilities, including monitoring the AP inbox, entering invoices daily, reviewing invoices for accuracy, verifying invoice numbers, dates, amounts, purchase orders, and supporting documentation, and ensuring invoices are processed and posted timely.


• Review invoices and credit card receipts for duplicate payments, missing information, or discrepancies and follow up with the appropriate employee, vendor, or department as needed.


• Maintain organized Accounts Payable records, including scanning, saving, filing, and matching invoices, receipts, and other supporting documentation.


• Assist with check runs by pulling invoices, matching invoices to payments, scanning completed payment documentation, and preparing payments for mailing.


• Organize and maintain a paperless filing system, ensuring easy access to important documents and consistent file organization.


• Perform clerical tasks such as typing, data entry, scanning, filing, and proofreading documents. Must be proficient in using a 10-key keyboard.


• Coordinate office supply inventory and place orders as necessary.


• Support various administrative and accounting functions to enhance overall office productivity.


• Provide support to the Office Manager and Accounting Department as needed.
  

Qualifications

• Previous Accounts Payable, accounting support, administrative experience required.


• Proficient in typing, 10-key data entry, organization, and computer file management.


• Proficient in Microsoft Excel, Microsoft Word, Google Sheets, and other standard office software.


• Strong attention to detail and accuracy when entering invoices, reviewing documentation, and maintaining financial records.


• Strong organizational and time-management skills with the ability to manage multiple responsibilities and meet established deadlines.


• Excellent written and verbal communication skills.


• Ability to identify discrepancies and follow through with employees, vendors, and other departments to obtain missing information or resolve issues.


• Ability to work independently while also working effectively as part of a team in a fast-paced environment.


• Dependable and able to maintain consistent attendance and meet daily responsibilities.


• Reliable means of transportation to and from work.

Full time employees are eligible for:

• Medical/Dental/Vision benefits


• Paid time off and sick leave


• 7 or more regular holidays a year


• 401k retirement plan: we offer a 1:1 match on the 4% of your contributions to our 401(k) plan