AP/Purchasing Assistant

Job Description

Job Description

The AP & Purchasing Assistant is responsible for the accurate and timely processing of vendor invoices, purchase orders, job costing and payments while ensuring compliance with company policies. Supports the purchasing specialist and accounting department by maintaining strong vendor relationships and ensuring financial data integrity. This position collaborates closely with Accounting, Project Management, and Field Operations to maintain accurate cost tracking and reporting.

Key Responsibilities:

Accounts Payable:

• Process vendor invoices daily, ensuring proper approval and supporting documentation.
• Perform 3-way matching between purchase orders, invoices, and receiving documentation.
• Verify proper job cost coding and general ledger coding.
• Enter and route invoices for approval according to company authorization policies.
• Maintain electronic document management filing for invoices and supporting documentation.
• Communicate with vendors regarding payment status and resolve invoice issues.
• Ensure compliance with payment terms and maximize early payment discounts where appropriate.
• Assist with month-end closing including accruals for received but unbilled invoices.
• Support audit requests and provide documentation as needed.
• Maintain internal controls related to accounts payable processing.
• Assist in process improvement initiatives within the accounting and purchasing functions.

Procurement & Cost Management:

• Issue and review purchase requests and issue purchase orders (POs) in compliance with approved budgets and company policies.
• Obtain purchase orders from Purchasing Manager for short-term rentals and incidental material purchases and enter into accounting system and document imaging system daily.
• Track committed costs and verify alignment between purchase orders, invoices, and job cost codes.
• Reconcile all purchase orders in accounting system with invoices
• Support weekly cost and variance reporting by ensuring accurate purchasing data flows into the job cost system (Vista/HCSS).

Systems and Reporting:

• Utilize Vista, HCSS, and Heavyjob/Heavybid (as applicable) to manage purchase orders and cost tracking.

Qualifications:

• Experience: Minimum 3 years of accounts payable experience (preferably in construction).
• Technical Skills: Strong working knowledge of Viewpoint Vista, HCSS, or similar construction ERP systems. Proficiency in Microsoft Excel and cost-tracking tools.

Measurements of Performance:

• Accuracy and timeliness of invoice processing and coding.
• Ability to meet weekly and monthly deadlines.
• Excellent communication and analytical skills.
• Ability to multitask, prioritize effectively, and manage workload.
• Cooperation with accounting, purchasing, and operations teams.
• Ability to identify process improvements.
• Feedback from management and team members.
• Compliance with company policies and procedures.

Reports To:

Purchasing Specialist/Purchasing Manager.

Works Closely With:

Project Managers, Accounting, Equipment, and Field Operations teams

Great Pay & Benefits (Health, Pension / 401k & Safety Incentive).

Apply at Arrow Construction 1850 Diesel Drive, Sacramento, CA 95838 or go online