Administrative Assistant/Account Payable

Administrative Assistant/Account Payable

We are seeking an Administrative Assistant/Account Payable associate to join an established Nashville Construction Company!

Accounts Payable

• Collect invoices from mail, email, and vendor portals; save and organize digital copies on the shared drive
• Enter invoices into QuickBooks and maintain accurate job coding based on Project Manager input
• Organize invoices by job and status (unapproved and completed folders)
• Prepare and mail checks with required remittance documentation once approved
• Review vendor statements and follow up on missing or outstanding invoices
• Maintain organized and up-to-date vendor invoice records
• Assist with vendor setup, including credit applications and ACH information as directed
• Enter credit card transactions and ACH charges into QuickBooks

Office & Administrative Support

• Pick up mail from the post office (P.O. Box), sort, and distribute accordingly
• Scan, organize, and file documents (invoices, receipts, and general records)
• Answer and direct phone calls; greet visitors and assist with general inquiries
• Receive and coordinate deliveries and incoming packages
• Maintain organized digital and physical filing systems
• Maintain office supplies, inventory, and company materials (including apparel)
• Assist with tracking and renewing licenses, registrations, and compliance items as needed
• Maintain equipment logs, including usage, mileage, and repairs
• Assist with preparing and distributing basic reports (job cost, financial, etc.)
• Enter project-related data into QuickBooks (budgets, cost codes, etc.) as directed
• Assist with scheduling and coordination of trainings, meetings, and company events
• Administrative arm of the safety program, including organizing training sessions, and maintaining safety certifications and compliance records.
• Administrative arm of the equipment management program.

All compensation and pay rates are dependent upon skills and experience. PrideStaff is an equal opportunity employer.