Administrative Assistant/Account Payable

We are seeking an Administrative Assistant/Account Payable associate to join an established Nashville Construction Company!

Job Description:

Accounts Payable Collect invoices from mail, email, and vendor portals; save and organize digital copies on the shared drive Enter invoices into QuickBooks and maintain accurate job coding based on Project Manager input Organize invoices by job and status (unapproved and completed folders) Prepare and mail checks with required remittance documentation once approved Review vendor statements and follow up on missing or outstanding invoices Maintain organized and up-to-date vendor invoice records Assist with vendor setup, including credit applications and ACH information as directed Enter credit card transactions and ACH charges into QuickBooks Office & Administrative Support Pick up mail from the post office (P.O. Box), sort, and distribute accordingly Scan, organize, and file documents (invoices, receipts, and general records) Answer and direct phone calls; greet visitors and assist with general inquiries Receive and coordinate deliveries and incoming packages Maintain organized digital and physical filing systems Maintain office supplies, inventory, and company materials (including apparel) Assist with tracking and renewing licenses, registrations, and compliance items as needed Maintain equipment logs, including usage, mileage, and repairs Assist with preparing and distributing basic reports (job cost, financial, etc.) Enter project-related data into QuickBooks (budgets, cost codes, etc.) as directed Assist with scheduling and coordination of trainings, meetings, and company events Administrative arm of the safety program, including organizing training sessions, and maintaining safety certifications and compliance records. Administrative arm of the equipment management program.