Accounts Payable Administrator

Responsibilities

• Process vendor invoices, ensuring appropriate approvals and coding to correct general ledger accounts and cost centers.
• Match purchase orders and receipts to invoices, resolving discrepancies with procurement and operations teams.
• Maintain and reconcile accounts payable records, ensuring timely and accurate payment of all vendor obligations.
• Prepare weekly and monthly payment runs, including checks, ACH, and wire transfers, in accordance with company policies.
• Verify and process expense reports for employees.
• Communicate with vendors and internal stakeholders to resolve invoice or payment issues.
• Assist in month-end close processes by providing AP-related reports, accruals, and reconciliation support.
• Monitor aging reports and ensure timely payment to critical suppliers to support ongoing field operations.
• Ensure compliance with company policies, tax regulations, and industry standards.
• Support audits by preparing documentation and responding to auditor inquiries related to payables.
• Assist with process improvements to enhance efficiency and accuracy of AP functions.
• Work closely with project managers and field supervisors to ensure accurate project costing and timely AP support for ongoing jobs.
• Utilize automated and AI-enabled AP tools to streamline invoice processing, coding, and payment workflows.
• Review and validate AI-generated invoice coding, matching, and exception handling for accuracy.
• Assist in identifying opportunities for automation and process optimization within accounts payable operations.
• Support implementation and continuous improvement of digital finance tools and AP technologies.
• Perform additional accounting, reporting, administrative, or operational duties as assigned.

• Associate’s degree in Accounting, Finance, or a related field preferred.
• 2+ years of accounts payable experience, preferably in an industrial or construction services environment.
• Strong understanding of general accounting principles and payables processes.
• Proficiency with ERP systems and Microsoft Office, especially Excel.
• Ability to manage high volumes of transactions with accuracy and efficiency.
• Familiarity with AI-powered accounting, ERP, or invoice processing tools is preferred.
• Ability to leverage automation and AI-assisted tools to improve accuracy, efficiency, and workflow management.
• Ability to utilize AI-assisted reporting and data analysis tools while maintaining strong attention to detail and financial controls.
• Comfortable adapting to evolving technology platforms and digital finance solutions.
• Strong analytical mindset with the ability to identify process improvement opportunities through technology and automation.
• Strong organizational and time management skills.
• Effective communication and interpersonal skills.
• Familiarity with project-based or job-cost accounting is a plus.

• Prolonged periods of sitting and working at a computer workstation are required as essential functions of the position.
• Frequent and repetitive use of hands, wrists, and fingers for typing, keyboarding, data entry, writing, handling invoices, processing payments, scanning documents, and operating computers and office equipment.
• Requires fine motor skills and manual dexterity sufficient to operate computers, calculators, printers, scanners, phones, and other office technologies for extended periods of time.
• Frequent viewing of computer monitors, invoices, spreadsheets, payment records, financial reports, ERP systems, dashboards, and operational documentation requiring close visual acuity and sustained concentration.
• Ability to review, analyze, and interpret detailed financial data, vendor invoices, purchase orders, payment records, contracts, and operational documentation with a high degree of accuracy and attention to detail.
• Ability to communicate effectively verbally and in writing with vendors, employees, managers, auditors, and operational personnel in both office and remote communication environments.
• Ability to occasionally stand, walk, bend, stoop, kneel, reach, or retrieve files, office materials, archived records, or supplies as needed.
• Ability to occasionally lift, carry, transport, or move files, office supplies, paper records, laptops, or equipment up to 20 pounds.
• Ability to work in a fast-paced office environment while maintaining productivity, concentration, responsiveness, and accuracy during periods of high transaction volume and strict deadlines.
• Ability to tolerate moderate office noise levels and interruptions while maintaining sustained attention to detail and financial accuracy.
• Ability to occasionally travel to branch offices, operational facilities, or project locations as needed for training, audits, process reviews, or operational support.
• Ability to work in both office and occasional industrial operational environments while maintaining professionalism, responsiveness, and attention to detail.
• Must be medically able to access customer or operational facilities and…