Accounts Payable Administrator

Job Description

Quality Contracting Inc. is looking for a detail-oriented and dependable Accounts Payable Administrator to join our team. In this role, you will help keep our accounts payable operations organized, accurate, and running smoothly while supporting office administration and vendor communication.

• Receive invoices through mail or email; verify invoices against purchase orders.
• Notify Project Manager with any discrepancies.
• Scan invoices, save on the server then attach to the invoice entry in the accounting software.
• Submit subcontractor invoices to appropriate manager for approval.
• Confirm that subcontractor insurance/contract requirements are current, prior to payment.
• Generate cashflow reports on a weekly basis/ review and select invoices to be paid, for review prior to payments.
• Print checks and prepare them for pick up/mailing; pay invoices online.
• Match payment stubs with paid invoices, mark as paid, and file.
• Maintain accounts payable files.
• Prepare and issue 1099-MISC tax forms for Subcontractors on an annual basis.
• Print lien waivers as needed and ensure completed waivers are received prior to payment release.

• Provide general office support as required, e.g., answer phones, prepare and edit correspondence, etc.
• Communicate with clients and vendors/subcontractors as required.
• Process purchase orders by phone/email/in-person.

We’re looking for someone who is organized, proactive, and comfortable managing multiple priorities in a fast-paced office environment. If you take pride in accuracy, communication, and follow-through, we’d love to hear from you.