Administrative Assistant/AP Clerk

The Administrative Assistant / Accounts Payable (AP) Clerk provides essential administrative and accounting support to the Finance Team within a commercial construction environment. This role is responsible for processing invoices, contractor pay applications, and payments while maintaining accurate financial records and supporting daily office operations. The ideal candidate is detail-oriented, organized, and capable of managing multiple priorities in a fast-paced construction setting.

Qualifications & Experience

• High school diploma or equivalent required.

• 3–5 years of experience in an administrative or accounts payable role preferred.


• Prior accounts payable experience strongly preferred.


• Experience in a construction or contracting environment is a plus.


• Familiarity with Spectrum Viewpoint, Procore, and Microsoft Office preferred.


• Proficient in Microsoft Office or similar software, with the ability to learn new systems.


• Strong knowledge of office administration, clerical procedures, and recordkeeping systems.


• Excellent organizational skills with strong attention to detail.


• Proven ability to manage time effectively and meet deadlines.


• Strong written and verbal communication skills.


• Excellent listening skills and customer service orientation.


• Flexible, adaptable, and professional when working with diverse personalities.


• Self-motivated, reliable, trustworthy, and committed to a strong work ethic.


• Team-oriented with the confidence to work independently.

• Committed work ethic and alignment with company values.

Behavior Requirements

It’s important to understand not just what we do, but how we do it. The behaviors below are core to how we operate every day, on every site, and in every role. These expectations apply to all employees, regardless of title or experience, and are foundational to our culture.

TEAM FIRST as we are “All in” together

INTEGRITY that is Built on Trust, Driven by Honesty

HUMILITY to Listen, Learn, and Lead

PROACTIVE by running towards & solving the problem

EXCELLENCE by raising the bar, with every project

Key Responsibilities

Accounts Payable & Financial Support

• Receive, review, and process vendor invoices and subcontractor pay applications (AIA forms).


• Verify accuracy and completeness of payment requests, including required supporting documentation.


• Assign appropriate General Ledger and Job Cost coding in accordance with project budgets.


• Ensure all payment requests receive proper internal approvals prior to processing.


• Enter, scan, and maintain all accounts payable documentation within the accounting system.


• Request issuance of checks and assist with payment disbursements.


• Record manual payments, including ACH and wire transfers.


• Follow and enforce company accounts payable procedures to ensure timely and accurate payments.

Vendor & Compliance Documentation

• Obtain and maintain vendor documentation, including W-9s, notices to owner, lien releases, certificates of insurance, and other required compliance documents.


• Set up new vendors in the accounting system.


• Maintain organized filing systems for payment records and compliance documentation.

Administrative & Office Support

• Answer and route incoming phone calls; screen calls when appropriate.


• Retrieve information from records, emails, meeting minutes, and other documentation as requested.


• Prepare written summaries or reports when needed.


• Perform general clerical and administrative duties, including recordkeeping, office supply management, coordinating equipment maintenance, and handling mail and deliveries.


• Maintain strict confidentiality of financial and company information.

Collaboration & Professionalism

• Communicate effectively with internal staff, clients, subcontractors, and vendors.


• Work collaboratively with team members while also managing tasks independently.


• Adapt to changing priorities and support the needs of the organization as required.

Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer.


• Must be able to lift 15 pounds at times.


• This is a full-time position. Typical days and hours of work are Monday through Friday, 8:00 a.m. to 5 p.m. as well as, evening and weekend work that may be required as job duties demand.

Relationships: 

• 
  Reports to the Controller


• 
  Interacts with staff, leadership and is a representative of the company.
  

As a member of the J.M Cope Team, you can expect:

• Pre-tax Insurance Program (Medical, Dental, Life, Short/Long-term Disability)


• 401-K Plan


• Holiday Pay


• Paid Vacation


• Family and Medical Leave


• Sick/Personal Leave


• Military Leave


• Bereavement Leave


• Jury Duty Leave


• Worker Comp


• Education and Training Reimbursement


• Competitive Salary

Founded over 44 years ago, J.M. Cope is one of the region’s most respected commercial construction and program management firms. Serving clients in healthcare, industrial, institutional, municipal, office, retail, and worship markets, J.M. Cope is built upon a foundation of integrity, quality, and faith.

J.M Cope is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, color, religion, sex, sexual orientation, gender identity, national origin, age, status as a protected veteran, or disability.

Disclaimer:
This job description is intended to provide a general overview of the position. It is not exhaustive and may be subject to change. The employee may be required to perform other duties as needed to meet the ongoing needs of J.M. Cope, Inc.