Accounts Payable Administrator

📋 Now Hiring: Accounts Payable Associate | Brooklyn, NY

A mission-driven nonprofit organization based in Brooklyn is looking for a highly organized and detail-oriented Accounts Payable Admin to join our team on a temporary basis (60 days, with strong likelihood of extension).

📍 Location: Dumbo, Brooklyn, NY

💰 Pay Rate: $22–$25/hr

🕗 Hours: 35 hrs/week | Flexible 8AM–4PM or 9AM–5PM (1-hr lunch)

📅 Start Date: ASAP

👔 Attire: Business Casual

🔁 Interview Process: 1 round — then start immediately

⚠️ Accounts Payable experience is required for this role.

ABOUT THE ROLE

This primarily office-based position supports the day-to-day administrative operations of the Facilities department, with a focus on accounts payable. The ideal candidate is proactive, reliable, customer-service oriented, and able to juggle multiple responsibilities with exceptional attention to detail.

KEY RESPONSIBILITIES

🔧 Vendor Coordination

• Schedule and oversee recurring and one-time vendor services across multiple locations (HVAC, pest control, snow removal, elevator inspections, and more)

• Serve as liaison between the Facilities team, vendors, and program sites

• Monitor vendor performance and ensure services meet agency standards

💳 Invoice Processing & Financial Coordination

• Receive, review, and process vendor invoices — ensuring work is completed before approval

• Match invoices to work orders using the WorxHub facilities management system

• Collaborate with the Fiscal department to track and reconcile payments

• Maintain organized digital and physical records for audits and reporting

🖥️ Facilities Management System

• Use WorxHub to update work requests, log vendor activity, and track open work orders

• Record progress notes, photos, and preventive maintenance updates

📁 Administrative Support

• Draft and manage emails, service requests, and follow-up communications

• Assist with scanning, archiving, and distributing internal documentation

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WHO WE'RE LOOKING FOR

• Accounts payable experience (required)

• Strong organizational and communication skills

• Comfortable working in a fast-paced, mission-driven environment

• Proficient with office software; facilities management software experience a plus

• Professional, adaptable, and culturally sensitive