AP​/Purchasing Assistant

Key Responsibilities:

Accounts Payable:

• Process vendor invoices daily, ensuring proper approval and supporting documentation.
• Perform 3-way matching between purchase orders, invoices, and receiving documentation.
• Verify proper job cost coding and general ledger coding.
• Enter and route invoices for approval according to company authorization policies.
• Maintain electronic document management filing for invoices and supporting documentation.
• Communicate with vendors regarding payment status and resolve invoice issues.
• Ensure compliance with payment terms and maximize early payment discounts where appropriate.
• Assist with month-end closing including accruals for received but unbilled invoices.
• Support audit requests and provide documentation as needed.
• Maintain internal controls related to accounts payable processing.
• Assist in process improvement initiatives within the accounting and purchasing functions.

• Issue and review purchase requests and issue purchase orders (POs) in compliance with approved budgets and company policies.
• Obtain purchase orders from Purchasing Manager for short-term rentals and incidental material purchases and enter into accounting system and document imaging system daily.
• Track committed costs and verify alignment between purchase orders, invoices, and job cost codes.
• Reconcile all purchase orders in accounting system with invoices
• Support weekly cost and variance reporting by ensuring accurate purchasing data flows into the job cost system (Vista/HCSS).

• Utilize Vista, HCSS, and Heavyjob/Heavybid (as applicable) to manage purchase orders and cost tracking.

• Experience: Minimum 3 years of accounts payable experience (preferably in construction).
• Technical
  
  Skills:
  
  Strong working knowledge of Viewpoint Vista, HCSS, or similar construction ERP systems. Proficiency in Microsoft Excel and cost-tracking tools.

• Accuracy and timeliness of invoice processing and coding.
• Ability to meet weekly and monthly deadlines.
• Excellent communication and analytical skills.
• Ability to multitask, prioritize effectively, and manage workload.
• Cooperation with accounting, purchasing, and operations teams.
• Ability to identify process improvements.
• Feedback from management and team members.
• Compliance with company policies and procedures.

Purchasing Specialist/Purchasing Manager.

Project Managers, Accounting, Equipment, and Field Operations teams

Great Pay & Benefits (Health, Pension / 401k & Safety Incentive).