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