Accounts Payable Specialist/ Office Administrator

Accounts Payable Specialist / Office Administrator

Salaried position-8:00am-5:00pm

Employment Type: Full-Time

Position Summary

We are seeking a detail-oriented and organized Accounts Payable Specialist / Office Administrator to join our team. This position is ideal for someone who enjoys a variety of responsibilities and thrives in a fast-paced environment. In addition to managing the company's accounts payable process, this individual will serve as the first point of contact for visitors, assist with office operations, and provide administrative support to ensure the office runs smoothly.

Key Responsibilities

Accounts Payable

* Process a high volume of vendor invoices accurately and efficiently.

* Match invoices to purchase orders, receipts, and subcontract documentation.

* Review invoices for coding accuracy and obtain proper approvals.

* Prepare and process weekly check runs, ACH payments, and wire transfers.

* Reconcile vendor statements and resolve discrepancies promptly.

* Communicate with vendors regarding payment status and invoice inquiries.

* Maintain vendor records, including W-9s and tax documentation.

* Assist with month-end close activities, AP reconciliations, and year-end preparation.

* Maintain organized electronic and paper filing systems.

Office Administration

* Serve as the primary receptionist by answering and directing incoming phone calls professionally.

* Greet visitors, contractors, and vendors, manage the front desk, and ensure all guests sign in using the company's visitor management tablet.

* Coordinate and book company travel, including flights, hotels, rental cars, and travel itineraries.

* Order office supplies and maintain adequate inventory for all office locations.

* Keep office supply areas organized and fully stocked.

* Manage and replenish the office coffee and beverage stations to ensure they remain clean, stocked, and operational.

* Assist with incoming and outgoing mail and deliveries.

* Provide general administrative support to the accounting and management teams as needed.

Qualifications

* 3+ years of Accounts Payable experience (construction industry experience preferred).

* Previous administrative, receptionist, or office management experience preferred.

* Experience with ERP/accounting software (Spectrum experience is a plus).

* Strong understanding of accounting principles and AP processes.

* Proficient in Microsoft Office, Excel and Outlook.

* Excellent organizational skills with exceptional attention to detail.

* Strong communication and customer service skills.

* Ability to manage multiple priorities and meet deadlines.

* Professional demeanor with a positive, team-oriented attitude.

* Ability to work independently while collaborating effectively with others.

Preferred Qualifications

* Experience in the construction industry.

* Familiarity with subcontractors, lien waivers, purchase orders, and job cost coding.

* Experience processing a high volume of invoices.

Compensation & Benefits

* Competitive salary based on experience

* Health, dental, and vision insurance

* 401(k) with company match

* Paid time off and paid holidays

* Opportunities for professional growth and development

Ideal Candidate

The ideal candidate is dependable, organized, and enjoys balancing accounting responsibilities with office administration. They are friendly and professional when interacting with employees, visitors, and vendors, take pride in maintaining an organized workplace, and are comfortable managing multiple tasks in a fast-paced environment. This role requires someone who is proactive, adaptable, and willing to jump in wherever needed to support the success of the team.