Administrative/Accounts Payable Assistant

Position Overview
We are seeking a detail-oriented and proactive Administrative & Accounts Payable Assistant with a strong accounting background. In addition to general office operations, the ideal candidate will have experience with accounts payable, purchase order processes, and administrative coordination in a fast-paced construction or similar environment.
This position requires a high level of accuracy, discretion, organization, and the ability to manage multiple priorities effectively.

Key Responsibilities
Accounting Support:

• Assist with accounts payable processes, including matching tickets, coding invoices, and data entry
• Process purchase orders, track approvals, and maintain accurate records
• Support weekly check runs and vendor payment tracking
• Reconcile vendor statements and assist with resolving discrepancies
• Maintain organized digital and physical financial records
• Assist with basic job costing and expense tracking

Administrative & Office Support:

• Greet and assist visitors, clients, and vendors in a professional manner
• Answer and direct incoming calls, emails, and correspondence
• Maintain front office operations and a professional work environment
• Provide administrative support where needed
• Coordinate meetings, office supplies, and vendor communications
• Perform general clerical duties such as filing, scanning, and document preparation

Qualifications

• High school diploma or equivalent required; Associate’s degree in Business, Accounting, or a related field preferred
• 2–5 years of administrative experience, including exposure to accounting and general office functions (construction industry experience preferred)
• Working knowledge of accounts payable, purchase orders, and basic accounting principles
• Proficient in Microsoft Office Suite, particularly Excel and Outlook
• Experience with accounting software is a plus
• Strong organizational skills with exceptional attention to detail and accuracy
• Ability to handle sensitive and confidential information with discretion
• Bilingual skills are a plus but not required.

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