Position Summary: The Accounts Payable Clerk is responsible for the accurate and timely processing of vendor invoices, maintaining vendor records, coding expenses to the appropriate jobs and accounts, and supporting the Accounting Department with accurate financial reporting and job costing.
This position works closely with the accounting team, vendors, project teams, and other internal departments to ensure invoices, expenses, and job costs are properly recorded and processed. The ideal candidate is highly organized, detail-oriented, dependable, and comfortable working in a fast-paced environment while managing multiple priorities and deadlines.
Key responsibilities:
Accounts Payable & Vendor Management
- Set up and maintain vendor accounts and related information in the accounting system.
- Review, code, and process vendor invoices for payment, ensuring proper documentation and approvals.
- Prepare and process checks and other vendor payments in accordance with established procedures.
- Reconcile vendor statements and research and resolve discrepancies or outstanding items.
- Follow up & maintain relationships with vendors regarding missing invoices, statements, W-9s, and other required documentation.
- Maintain accurate and organized accounts payable records and supporting documentation.
- Assist with month-end and year-end accounts payable activities as needed.
Job Costing & Project Accounting
- Code vendor invoices and expenses to the appropriate jobs, projects, and accounts.
- Enter project material expenditures and related costs into the job costing system.
- Review job-related expenses for accuracy, proper coding, and completeness.
- Assist with job cost reconciliations and research discrepancies as needed.
- Work with project and accounting teams to ensure costs are recorded accurately and timely.
1099, W-9 & Tax Support
- Maintain and track vendor W-9 documentation.
- Assist with the preparation and processing of 1099 forms and related vendor reporting.
- Process and maintain documentation for applicable state and use tax filings.
- Assist the Accounting Department with tax-related research, reporting, and reconciliations as needed.
- File, track and pay Business license fees.
Complete and provide credit references and other vendor-related documentation as needed.
Expense Management & Administrative Support
- Review, audit, and process employee expense reports for accuracy and compliance with company policies.
- Reconcile corporate credit card and other assigned expenses as needed.
- Maintain organized accounting files and documentation.
- Provide backup front desk and general office support as needed.
- Track & review personal credit card reimbursements.
- Train employees on Emburse/AMEX/Home Depot submissions and documentation as needed.
- Assist the Controller and Accounting Department with special projects and other duties as assigned.
Qualifications:
· Previous experience working in an accounts payable or accounting support role.
· Solid understanding of basic bookkeeping and accounts payable principles.
· Experience processing invoices, payments, vendor records, and reconciliations.
· Familiarity with W-9 and 1099 processes and requirements.
· Experience with job costing or project-based accounting preferred.
· Strong proficiency with Microsoft Office, particularly Excel.
· Experience working with accounting or ERP software; familiarity with proprietary accounting systems is a plus.
· Excellent organizational and time management skills with the ability to manage multiple priorities and deadlines.
· Strong attention to detail and a high level of accuracy.
· Strong written and verbal communication skills.
· Ability to work independently while collaborating effectively with the Accounting and other internal teams.
· Strong problem-solving and follow-up skills.
· Professional demeanor and ability to maintain confidentiality when handling financial and company information.
· Associates degree in Accounting, Finance, or a related field preferred; equivalent work experience will be considered.
We offer a competitive salary and benefits package including Medical, Dental, Vision, Life, HSA, STD, LTD, 401K, Vacation, Sick time and paid Holidays. For more information on our company, please visit our website at www.cepexhibits.com. EOE m/f/d/v.
Pay: $23.00 - $27.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Work Location: In person
