Job Title: Accounts Payable Administrator
Reports To: CFO
Job Description: The Accounts Payable Administrator provides key support to the accounting team by managing day-to-day AP processes with accuracy and professionalism. This role has direct exposure to core accounting operations and involvement in accounts payable, vendor management, and job cost accounting.
Responsibilities:
- Review, verify, and enter subcontractor pay applications in a timely manner
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Communicate with subcontractors and vendors to resolve incorrect, incomplete, or missing pay applications and invoices
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Review, code, and enter supplier invoices into the accounting system
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Process payments to suppliers, subcontractors, and miscellaneous company expenses
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Prepare and/or review lien releases related to subcontractor and supplier payments
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Prepare regular AP and job cost reports for the CEO, COO, and CFO
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Maintain company accounts and user access with authorized personnel
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Collect, code, and enter company credit card receipts and supporting documentation
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Maintain vendor records, including W-9s, payment terms, and contact information
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Reconcile vendor statements and follow up on outstanding balances or discrepancies
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Assist with month-end close activities, including account reconciliations and close reports
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Support the preparation of 1099s and other year-end AP reporting
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Ensure invoices and payments are properly filed and organized for audit support and record retention
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Monitor due dates to help ensure timely payments and maintain positive vendor relationships
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Perform additional accounting and administrative tasks as assigned by the CEO, COO, and CFO
Qualifications:
- Bachelor’s degree in accounting, finance, or a related business field preferred
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Strong attention to detail and commitment to accuracy
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Ability to organize priorities, meet deadlines, and manage multiple tasks
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Strong written and verbal communication skills
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Familiar with accounting software and Microsoft Office, especially Excel
Schedule:
40 hours per week, 8:00 am – 5:00 pm Monday – Thursday; 8:00 am – 3:30 pm Friday
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