Accounts Payable Assistant

Accounts Payable Assistant

• Location:
  
  Albuquerque, NM
• Job Type: Full-Time
• Department:
  Accounting
• Reports To:
  
  Accounts Payable Specialist

AtInsight Construction, we’re looking for a dependable, organized, and detail-oriented

Accounts Payable Assistant to support our accounting team and help keep our day-to-day accounts payable processes running smoothly.

This position will work directly with and report to the Accounts Payable Specialist, providing administrative and accounting support related to vendor invoices, credit card reconciliation, preliminary lien notices, lien waivers, payment documentation, data entry, and recordkeeping.

The right person for this role is someone who enjoys working with details, stays organized when managing multiple deadlines, and understands the importance of accurate documentation.

Construction accounting experience is helpful, but we also value someone who is eager to learn and grow within the role.

Accounts Payable Support

• Assist the Accounts Payable Specialist with day-to-day accounts payable activities.
• Receive, organize, review, and enter vendor and subcontractor invoices into the accounting system.
• Verify invoices contain the appropriate job, cost code, purchase order, approval, and supporting documentation before processing.
• Assist with matching invoices to purchase orders, receipts, subcontracts, and other supporting documentation.
• Identify missing or incomplete information and assist with obtaining the documentation needed to process invoices.
• Maintain organized electronic accounting and vendor records.
• Assist with preparing documentation for vendor payment processing.
• Research invoice discrepancies and help resolve routine vendor account questions.
• Support the Accounts Payable Specialist with vendor statement reconciliation and outstanding invoice research.

• Assist with the reconciliation of company credit card accounts.
• Collect and organize receipts and supporting documentation for credit card transactions.
• Verify charges are assigned to the appropriate employee, vendor, project, cost code, or general ledger account.
• Follow up on missing receipts, coding, or supporting documentation.
• Enter and maintain credit card transaction information within the accounting system.
• Assist with identifying and researching discrepancies during the reconciliation process.
• Maintain complete and organized records for monthly credit card reconciliations.

• Track and maintain preliminary lien notices (pre-liens) received from subcontractors, suppliers, and vendors.
• Maintain accurate records of preliminary notices by project and vendor.
• Track required conditional and unconditional lien waiversassociated with subcontractor and vendor payments.
• Assist with requesting and collecting outstanding lien waivers and other required payment documentation.
• Review received lien waivers for completeness and escalat discrepancies to the Accounts Payable Specialist.
• Maintain organized project files for pre-liens, lien waivers, joint checks, and related payment documentation.
• Assist with tracking vendor and subcontractor compliance documentation as it relates to payment requirements.
• Help ensure required documentation is received and properly filed before payments are released.

• Perform accurate and timely data entry within Sage 100 Contractorand other company systems.
• Maintain vendor information and assist with vendor record updates.
• Assist with W-9s, tax documentation, vendor setup records, and other accounting-related documentation.
• Scan, upload, organize, and maintain accounting records and supporting documents.
• Assist with spreadsheet tracking and routine accounting reports.
• Support month-end accounting processes by ensuring records and supporting documentation are complete and organized.
• Assist with document retrieval for audits, insurance reviews, tax reporting, and other accounting requests.
• Provide general administrative support to the accounting department as needed.

• High school diploma or equivalent required; additional…