Accounts Payable Administrator

Summary

The Accounts Payable Administrator is a detail-oriented and dependable accounting professional responsible for controlling company expenses through the accurate processing of payments and the verification and reconciliation of invoices. This supportive role requires strong organizational skills, a high degree of accuracy, sound recordkeeping practices, and a working knowledge of basic bookkeeping and accounting principles.

As the front line of the accounting function, the Accounts Payable Administrator is the first to review incoming invoices and is expected to communicate issues promptly and partner with management to identify practical solutions. The position interacts with both internal and external customers on a daily basis, making professionalism, approachability, and a collaborative, team-first approach essential to success in this role.

• 401(k) program with discretionary safe harbor (no contribution required)
• Excellent health, dental, and vision insurance
• 8 Paid holidays
• Collaborative and supportive culture

• Track and maintain accurate records of all payments, expenditures, purchase orders, invoices, statements, and payroll as needed
• Collect weekly subcontractor payment requests and prepare corresponding lien releases
• Issue checks, process ACH payments, and monitor company credit card activity
• Set up new vendors and maintain current vendor documentation, including W-9s, Non-Taxable Transaction Certificates (NTTC), and Certificates of Insurance
• Review monthly accounts payable statements for accuracy and completeness
• Prepare and issue year-end 1099 reports
• Research and resolve vendor payment disputes in a timely, professional manner
• Analyze invoices and vendor accounts to identify and correct discrepancies
• Coordinate with managers to obtain invoice approvals as needed
• Track vendor discount opportunities and ensure available discounts are captured
• Complete and submit vendor credit applications
• Identify opportunities to improve and streamline the payment process
• Maintain organized and accessible historical accounting records
• Enter timecards as needed
• Demonstrate professional verbal and written communication with internal and external customers
• Physical demands include long hours sitting, using a computer, standing, pulling/pushing, walking, lifting, and climbing
• Job requires intermediate computer proficiency and advanced critical thinking skills
• Other duties, activities, and responsibilities may vary and change as assigned

• High school diploma or equivalent required
• Associate degree in business administration preferred
• Relevant work experience preferred