Position Summary
The Administrative & Accounts Payable is responsible for providing front office, administrative, and accounting support to ensure efficient day-to-day operations. This position serves as a first point of contact for visitors, customers, vendors, and employees while coordinating office communications, maintaining records, and supporting accounts payable activities. The role ensures timely and accurate invoice and payment administration, organized documentation, positive vendor relationships, and compliance with company policies and financial procedures.
Key Responsibilities
Reception & Customer Service
- Answer and direct incoming telephone calls in a professional manner.
- Greet and assist visitors, customers, and vendors.
- Provide exceptional customer service while responding to general inquiries.
- Receive and distribute incoming mail and deliveries.
Accounts Payable & Vendor Management
- Process vendor invoices accurately and in a timely manner.
- Match invoices to purchase orders and supporting documentation.
- Prepare vendor payments, including checks and electronic payments.
- Maintain accounts payable files and supporting documentation.
- Reconcile vendor statements and resolve invoice discrepancies.
- Communicate with vendors regarding payment status and account questions.
- Maintain accurate vendor records and assist with new vendor setup and
- documentation.
- Build professional relationships with vendors to support efficient communication.
Office & Administrative Support
- Maintain office supply inventory and coordinate replenishment.
- Prepare correspondence, reports, company forms, internal communications, and other
- administrative documents.
- Schedule meetings and assist with calendar coordination.
- Provide administrative support to Accounting, Operations, and Management as
- needed.
- Assist with Accounts Payable and Accounts Receivable documentation.
- Coordinate accounting-related documentation across departments.
- Maintain confidentiality of company, employee, vendor, and financial information.
Financial Documentation, Records & Compliance
- Maintain accurate financial and office records in accordance with company policies.
- Maintain organized electronic and paper filing systems and support document
- retention.
- Support month-end and year-end accounting activities. Prepare reports and documentation requested by Accounting.
- Support internal and external audit requests as needed.
- Support department projects through accurate document preparation and tracking.
- Perform additional accounting and administrative duties as assigned.
Qualifications
- High school diploma /Associate degree in Accounting, Business Administration, or a
- related field required.
- Bachelors or Graduate degree in related field preferred.
- Two or more years of accounts payable or administrative accounting experience is
- required.
- Working knowledge of accounts payable processes.
- Proficiency with Microsoft Office applications, including Word, Excel, Outlook, and
- Teams. Foundations System knowledge encouraged.
- Strong organizational, time management, analytical, and problem-solving skills.
- Excellent verbal and written communication skills.
- Ability to prioritize multiple assignments while maintaining accuracy, confidentiality,
- and professionalism.
Core Competencies
- Office & Administrative Coordination
- Accounts Payable Administration
- Vendor Relations
- Invoice Processing
- Financial Recordkeeping
- Reception & Customer Service
- Document & Records Management
- Compliance & Accuracy
- Organization & Time Management
- Professional Communication
- Confidentiality
- Problem Solving
- Attention to Detail
- Team Collaboration
Pay: $26.98 - $32.49 per hour
Work Location: In person
