Accounts Payable Specialist / Office Administrator

Accounts Payable Specialist / Office Administrator Full-Time | Seasonal (March–December)

Overview:

We are seeking a detail-oriented and organized Accounts Payable Specialist / Office Administrator to support our finance and office operations in a fast-paced, small office environment. This role is responsible for high-volume accounts payable processing, vendor coordination, reporting, and administrative support, including onboarding and office management tasks.

Key Responsibilities:

Accounts Payable & Vendor Operations:

Process invoices accurately, ensuring alignment with purchase orders, receipts, and payment terms Match invoices to supporting documentation (driver tickets, material purchases) and maintain organized job files Investigate and resolve invoice discrepancies by working with vendors and internal teams Assist with vendor onboarding, compliance documentation, and maintenance of vendor records Build and maintain strong relationships with vendors and internal stakeholders

Reporting & Analysis:

Prepare and maintain reports, including open tickets and aged payables Analyze AP data to identify trends, discrepancies, and process improvement opportunities Provide timely and accurate reporting to support operational and financial decision-making Recommend and implement process improvements to enhance efficiency and controls

Office Administration & Purchasing:

Manage the purchasing of office supplies and company-branded materials Oversee general office administrative needs and support daily operations

Contract & Compliance Support:

Obtain and track certificates of insurance Collect and verify sales tax exemption certificates

HR & Office Support:

Assist with employee applications and onboarding processes Support coordination of company events (e.g., seasonal events, company gatherings) Help manage office systems, including VOIP phone systems Assist with special projects as needed

Qualifications:

Highly detail-oriented with strong organizational and multitasking skills Ability to manage multiple priorities in a dynamic environment Proficiency in Microsoft Office, especially Excel Prior experience in a construction or similar environment preferred EB-1008048761