Accounts Payable Clerk

Accounts Payable Specialist

The Accounts Payable Specialist supports the full lifecycle of vendor payables by processing receiving documents and invoices, maintaining accurate records in the ERP system, and ensuring that purchase orders, packing slips, and invoices align. This role involves extensive work with PDFs, data entry, and vendor communication, making it an excellent opportunity for a detail-oriented professional interested in growing into accounting or purchasing within an engineering, construction, and fabrication environment.

• Process all receiving documents by reviewing emailed packing slips, confirming that items are signed off, and noting any backordered items on the purchase order before electronically filing the receiving records.
• Process all incoming accounts payable invoices by reviewing emailed invoices, matching them to the appropriate receiving documents, and ensuring alignment with purchase orders.
• Obtain approvals for invoices that differ from the purchase order in quantities or amounts, and document any discrepancies clearly in the ERP system.
• Contact vendors for rental or subcontract invoices to verify whether each invoice represents a partial billing or a final billing.
• Review open purchase orders against expected receipt dates and proactively follow up via phone or email regarding the receiving and invoicing of expected items.
• Review vendor statements to identify and resolve any missing or outstanding invoices.
• Maintain accurate and organized electronic records of receiving documents, invoices, and related accounts payable documentation.
• Use the ERP system to make notes on purchase orders, run reports to review outstanding purchase orders, and support accurate tracking of open items.
• Merge, modify, and mark up PDF documents to support accurate invoice and receiving documentation.
• Perform high-volume and accurate data entry related to invoices, purchase orders, and vendor records.
• Assist with answering phones and managing the front desk, providing professional and courteous support to visitors and callers.
• Collaborate with internal teams in purchasing, engineering, and operations to resolve discrepancies and ensure timely processing of payables.

• Demonstrated attention to detail and accuracy in data entry and document review.
• Experience processing invoices and working with accounts payable documents.
• Foundational knowledge of purchase orders and invoices, including how they relate to accounts payable.
• Proficiency with Microsoft Office, including strong use of Excel and Outlook.
• Ability to work within an ERP system to enter notes, run reports, and track outstanding purchase orders.
• Ability to merge, modify, and mark up PDF documents efficiently.
• Strong organizational skills with the ability to manage multiple documents and tasks simultaneously.
• Effective verbal and written communication skills for interacting with vendors and internal stakeholders.
• Comfort with administrative support tasks, including answering phones and assisting at the front desk.

• Interest in developing a career in accounting or purchasing within an industrial or construction-related environment.
• Ability to learn and adapt quickly to company-specific ERP systems and processes.
• Strong problem-solving skills for resolving invoice, purchase order, and receiving discrepancies.
• Previous experience in administrative support, data entry, or office coordination is beneficial but not required.
• Comfort working with technical documentation related to purchasing and fabrication projects.

This role operates within an engineering, construction, fabrication, and installation company that provides design, fabrication, installation, and repair services for boilers, heat exchangers, pressure vessels, and refractory applications. The organization maintains multiple locations, including Portland, Salt Lake City, and Tacoma, and supports a collaborative environment where office and operations teams work closely together. The position involves regular computer-based work using Microsoft Office, ERP software, email, and PDF tools, as well as professional interaction with vendors and internal staff by phone and in person.

The company offers a comprehensive benefits package that includes 100% paid premiums for health, dental, and vision benefits for employees and their families, along with a health plan featuring a low deductible and capped out-of-pocket costs. The culture reflects a…