Accounts Payable Assistant

Job Description

Job Description

A client of AlphaStaffHCM™ is looking for an Accounts Payable (A/P) Assistant to join their team in San Antonio. The company has been a trusted provider of large‑scale commercial and government landscape services for decades and is known for its strong culture, excellent employee retention, and highly collaborative environment. Though large in revenue and footprint, it operates with a small‑team feel and works closely with numerous subcontractors.

 

Day to day:

The A/P Assistant will work alongside the company's A/P Specialist to support day-to-day invoice processing and vendor management activities. You will help ensure invoices are accurate, properly documented, and matched to vendor information before being processed for payment.

 

Key responsibilities:

• Review and validate vendor invoices for accuracy, completeness, and proper documentation prior to processing
• Assist with daily A/P invoice entry, coding, and data entry within the system
• Assist with preparing vendor and subcontractor payments, with opportunity to take on more ownership over time
• Verify invoice details against purchase orders, vendor records, and supporting documentation
• Identify discrepancies and coordinate with vendors and internal teams to resolve issues before processing
• Support execution of recurring check runs and scheduled payments
• Maintain and organize vendor files, records, and supporting AP documentation
• Support new vendor setup by collecting and maintaining accurate vendor information
• Assist with responding to vendor inquiries related to invoice status and payments
• Assist with reconciliation activities, including vendor statements and credit card transactions
• Assist the AP team with month-end close activities, including organizing and reconciling documentation
• Track invoice approvals and follow up internally to help prevent payment delays
• Support additional administrative and accounting-related tasks as needed

 

Must have's:

• Understanding of A/P processes, including invoice review and basic payment workflows
• Strong attention to detail with the ability to identify discrepancies in invoices and documentation
• Comfort working with Microsoft Excel
• Ability to manage multiple tasks in a structured, detail-oriented environment
• Strong communication skills for working with vendors and internal teams
• Reliable, organized, and able to follow through on assigned tasks independently

 

Nice to Have Qualifications:

• Previous experience with A/P, invoice processing, or bookkeeping
• Exposure to vendor payments, check runs, or reconciliation processes
• Experience working in accounting software or ERP systems
• Experience supporting vendor setup or maintaining vendor records
• Prior experience in construction, landscaping, or subcontractor-driven environments

 

Compensation and Perks:

• Competitive hourly compensation based on experience
• Opportunity to gain hands-on accounting experience with a stable, established company.
• Potential for short- and long-term growth and expanded responsibilities over time
• Collaborative and supportive team environment
• Company culture includes team events, holiday celebrations, and office-wide engagement activities

 

Disclaimers : AlphaStaff, Inc. and the Client are equal employment opportunity employers and do not discriminate against any applicant or employee based on race, color, sex, sexual orientation, gender identity, religion, national origin, age, past or present military service, disability, genetic information, or any other basis protected by applicable federal, state, or local laws.