Accounts Payable Clerk

Operations Accounts Payable Clerk

The Operations Accounts Payable Clerk works closely with Accounting, Warehouse Operations, Material Handlers, Purchasing, vendors, field technicians, and project managers to process warehouse-related vendor invoices, verify purchase orders and receiving documentation, resolve discrepancies, and coordinate timely and accurate vendor payments. This role supports warehouse purchasing, receiving, inventory documentation, and accounts payable activities through Sage Timberline/Sage 300, Sage Paperless Construction, and other company-approved systems while ensuring compliance with company policies and accounting procedures.

Responsibility Summary – Operations Accounts Payable Clerk:

Process vendor invoices and verify purchase orders and receiving documentation to ensure timely and accurate invoice entry and payment.

Review invoices, purchase orders, packing slips, and receiving documentation to identify and resolve discrepancies.

Perform three-way matching of invoices, purchase orders, and receiving documentation, verifying quantities, pricing, extensions, freight, taxes, and applicable discounts.

Coordinate with Material Handlers and warehouse personnel to verify receipt of materials, equipment, tools, supplies, and services before invoice payment.

Work with warehouse personnel, field technicians, project managers, and purchasing staff to resolve issues involving purchase orders, damaged materials, shortages, backorders, incorrect pricing, and missing documentation.

Enter non-purchase-order invoices into the Accounts Payable module, ensuring proper coding, supporting documentation, and approval.

Maintain organized records of purchase orders, vendor invoices, receiving documentation, packing slips, vendor communications, and payment support documents.

Enter and maintain purchasing and invoice documentation in Sage Paperless Construction or other company-approved document management systems.

Research and follow up on outstanding invoices, missing receiving documentation, unresolved purchase order issues, and pending approvals.

Communicate with vendors and Material Handlers regarding invoice status, payment questions, statement discrepancies, credits, returns, and billing issues.

Escalate unresolved discrepancies and other issues to the Office Operations Manager, Controller, or appropriate management personnel.

Support compliance with company purchasing policies, budget guidelines, approval requirements, documentation standards, and accounting procedures.

Perform other duties as assigned by management and maintain regular and consistent attendance.

Maintain the confidentiality of all information processed.

Qualification Summary – Operations Accounts Payable Clerk:

Strong understanding of accounts payable procedures, purchasing documentation, vendor invoices, purchase orders, packing slips, and invoice approval workflows.

Knowledge of warehouse operations processes related to ordering, receiving, inventory documentation, and vendor payment support.

Strong analytical, problem-solving, and organizational skills, with a high level of attention to detail and data entry accuracy.

Ability to review financial and purchasing documentation, identify discrepancies, and follow through on resolution.

Effective written and verbal communication skills, with the ability to work professionally with vendors, Material Handlers, warehouse personnel, accounting staff, project managers, field technicians, and management.

Ability to work independently, manage multiple priorities, and meet deadlines in a fast-paced environment.

Strong records management skills and the ability to maintain accurate, organized, and confidential documentation.

Proficiency in Microsoft Office, particularly Excel and Outlook,…