Accounts Payable Office Assistant
Reports To: Remote Office/Administrative Manager
Department: Administration / Accounting
Employment Type: Full-Time
Position Summary
The Accounts Payable Office Assistant is responsible for providing day-to-day administrative and accounting support to ensure the office operates efficiently, accurately, and professionally. This position works closely with a supervisor who works remotely and requires the ability to work independently while also communicating and interacting effectively with staff working in the office.
Being exceptionally detail-oriented, meticulous, organized, and accurate is a non-negotiable requirement for this position. The successful candidate must take pride in getting things right, following through on details, maintaining organized records, and identifying errors or inconsistencies before they become problems.
Essential ResponsibilitiesAccounts Payable & Accounting
- Process and maintain accounts payable transactions accurately and in a timely manner.
- Enter invoices, payments, and other financial information into QuickBooks Desktop.
- Review invoices and supporting documentation for accuracy, proper coding, approvals, and completeness.
- Assist with accounts receivable functions as needed.
- Maintain accurate vendor information and vendor files.
- Coordinate and maintain vendor tax status documentation, including W-9s and other required information.
- Track and maintain aggregate-related records and documentation.
Office Administration
- Monitor and respond to office emails and correspondence.
- Answer and appropriately route incoming phone calls.
- Receive, sort, distribute, and mail correspondence and packages.
- Prepare outgoing mailings and other documents.
- Maintain organized electronic and physical filing systems.
- Maintain and organize job files, ensuring documents are complete, current, and properly filed.
- Maintain vendor files and other administrative records.
- Operate standard office equipment, including printers, scanners, copiers, postage equipment, and other office technology.
- Make occasional bank, post office, supply, or other business-related errands.
- Assist with ordering and maintaining office supplies.
- Help coordinate routine office needs and ensure the physical office remains organized and functional.
- Provide general administrative support wherever needed to keep the office running smoothly.
Communication & Coordination
- Communicate regularly with a remote supervisor regarding priorities, deadlines, questions, and completed work.
- Interact professionally and courteously with employees and staff working in the office.
- Follow up with employees, vendors, customers, and other contacts to obtain missing information or documentation.
- Recognize issues that require supervisor attention and communicate them promptly.
- Maintain confidentiality when handling financial, employee, vendor, and company information.
Required Skills & Qualifications
- Exceptional attention to detail and accuracy — non-negotiable.
- Highly organized and meticulous with a strong ability to keep track of multiple details and deadlines.
- Reliable, responsible, and able to work independently with limited direct supervision.
- Comfortable communicating with a remote supervisor while working alongside an in-office staff.
- Previous accounts payable and general office administration experience preferred.
- Working knowledge of QuickBooks Desktop required.
- Proficiency with Microsoft Excel, Outlook, and Word.
- Comfortable learning and operating standard office equipment and technology.
- Strong written and verbal communication skills.
- Ability to prioritize tasks and manage interruptions while maintaining accuracy.
- Ability to recognize discrepancies, missing information, and errors.
- Professional, dependable, and service-oriented attitude.
- Ability to maintain confidentiality and exercise good judgment.
What Success Looks Like
A successful person in this position is someone who notices the little things. They do not simply complete a task—they verify that it was completed correctly. Files are organized, invoices are accurate, vendor information is current, deadlines are met, emails are answered, and issues are identified before they become problems.
This position is best suited for someone who naturally enjoys organization, accuracy, structure, and keeping things in order. Attention to detail is not just a preferred skill for this position; it is an essential job requirement.
Other Duties
This position requires flexibility. Other duties, responsibilities, and special projects may be assigned as needed to support the company and ensure the office operates efficiently and smoothly.
Physical/Work Requirements: This is primarily an office position and requires regular use of a computer, telephone, and standard office equipment, as well as occasional lifting of office supplies, filing, walking, and local errands.
Job Type: Full-time
Pay: $30.00 - $40.00 per hour
Expected hours: 35.0 – 45.0 per week
Benefits:
- 401(k) matching
- Dental insurance
- Flexible schedule
- Health insurance
- Life insurance
- Paid time off
- Referral program
- Retirement plan
- Vision insurance
Experience:
- Office: 1 year (Required)
Ability to Commute:
- Steamboat Springs, CO 80487 (Required)
Ability to Relocate:
- Steamboat Springs, CO 80487: Relocate before starting work (Required)
Work Location: In person
