Accounts Payable Administrator

Position Summary

We are seeking a detail-oriented and organized Accounts Payable Administrator to join our Accounting team. This position is responsible for managing the full accounts payable process, maintaining vendor and subcontractor records, supporting compliance requirements, and ensuring accurate invoice processing and timely payments.

Key Responsibilities

• Process vendor invoices accurately and in a timely manner.
• Match invoices to purchase orders and receiving documentation.
• Verify invoice pricing, quantities, freight charges, taxes, and invoice accuracy before processing.
• Confirm products and services have been received and verified by the appropriate department.
• Verify freight and shipping charges match approved quotations or purchase agreements.
• Obtain required approvals before processing invoices for payment.
• Enter invoices into the accounting system while maintaining accurate coding and job costing.
• Prepare and process scheduled check, ACH, and wire payment runs.
• Reconcile vendor statements and resolve invoice discrepancies.
• Respond to vendor inquiries regarding invoices and payments.
• Maintain accurate vendor records, including W-9s, banking information, payment terms, tax documentation, and contact information.
• Manage subcontractor Certificates of Insurance (COIs), including requesting updated certificates, tracking expiration dates, verifying required coverage, and maintaining compliance records.
• Collapse coordination with internal departments to ensure vendor compliance requirements are met before payment, when applicable.
• Process employee expense reimbursements and reconcile company credit card statements.
• Absorb assistance with month-end closing activities, AP reconciliations, and financial reporting.
• Prepare documentation for year-end audits and assist with annual 1099 reporting.
• Maintain organized electronic and physical accounts payable records.
• Ensure compliance with company policies, accounting procedures, and internal controls.
• Collapse collaborate with Purchasing, Service, Sales, Operations, and Accounting to resolve invoice, vendor, and payment issues.
• Identify opportunities to improve accounts payable processes and efficiencies.
• Manage office supply inventory by monitoring stock levels, ordering supplies, maintaining vendor relationships, and ensuring the office remains adequately stocked while promoting cost-effective purchasing practices.
• Perform other accounting and administrative duties as assigned.

Qualifications

• A high school diploma or GED is required.
• Two or more years of Accounts Payable or accounting experience is preferred.
• Experience with accounting software; SAMPRO experience is a plus.
• Strong organizational skills and exceptional attention to detail.
• Proficiency in Microsoft Office, particularly Excel.
• Excellent communication and customer service skills.
• Ability to identify opportunities for process improvements and demonstrate the initiative to recommend and implement efficient solutions.
• Ability to prioritize multiple tasks and meet deadlines.
• Ability to maintain confidentiality and handle sensitive financial information.
• Experience in the construction or service industry is a plus, but not required.