Accounts Payable & Administrative Assistant

Job Description

Job Description

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