Accounts Payable Administrator

About the role

The Accounts Payable Administrator will oversee an accounts payable team, direct the processing of invoices and payments.

Responsibilities

• Ensure productivity and accuracy of accounts payable functions, including setting up new vendors and processing a large volume of invoices
• Perform review of invoice postings to ensure that payable amounts are legitimate and that all possible cash discounts and credits are taken
• Handle and expedite vendor invoice/payment inquiries to ensure satisfactory resolutions
• Review vendor statements and resolve discrepancies
• Work closely with the Purchasing department to help ensure that all vendors purchase orders are prepared and maintained properly to avoid improper payments
• Prepare ACH distributions
• Ensures proper recordkeeping of purchases for use in tax preparation and periodic audits
• Ensures employer identification numbers or social security numbers have been collected from all vendors to prepare and submit 1099s
• Post non-invoice cash transactions including bank fees, credit card fees and deposits
• Ensures proper maintenance, filing, and storage of records in case of audits
• Monitor cash and credit balances and make cash transfers as necessary
• Vendor statement reconciliation
• Process and verify supplier and subcontractor invoices in accordance with contracts and purchase orders
• Match invoices to purchase orders, delivery dockets, and approved work orders
• Allocate costs to the correct projects, cost codes, and job numbers
• Prepare and process payment runs while ensuring retention, variations, and progress claims are correctly applied
• Reconcile supplier and subcontractor statements and resolve discrepancies
• Liaise with project managers and site staff to obtain invoice approvals and supporting documentation
• Maintain accurate records of invoices, payments, and retention balances
• Ensure compliance with construction-specific requirements (e.g. CIS, tax withholding, insurance documentation, lien waivers, or statutory declarations where applicable)
• Assist with month-end reporting and project cost tracking
• Support audits and provide documentation as required
• Performs other related duties as assigned

Requirements

• Excellent verbal and written communication skills
• Proficient in accounting software and Microsoft Office Suite or related software
• Thorough understanding of accounts payable functions
• Excellent interpersonal and customer service skills
• Excellent organizational skills and attention to detail
• Excellent time management skills with a proven ability to meet deadlines
• Strong analytical and problem-solving skills
• Strong supervisory and leadership skills
• Ability to prioritize tasks and to delegate them when appropriate
• Ability to function well in a high-paced and at times stressful environment
• Bachelor’s degree in Accounting or Business Administration, preferred, not required
• Minimum of 5 years of accounting experience
• Physical requirements: ability to sit for extended periods, use a computer and other office equipment, and occasionally lift or carry office supplies up to 20 pounds; may require occasional standing, walking, or bending to file documents, attend meetings, or move between office areas