What are the responsibilities and job description for the Accounting Assistant - Payables position at APIC Solutions?
POSITION OVERVIEW
APIC Solutions is seeking a detail-oriented and well-organized Accounting Assistant – Payables to support our Accounting Department in Albuquerque. In this role, you will assist in executing accounts payable—processing vendor invoices and credit card activity, issuing outgoing disbursements, and keeping vendor records accurate and audit-ready—so that our vendors are paid correctly and on time and our project teams have the financial information they need. You will work closely with the AP/AR Manager, Project Coordinators, and Division Managers, making this an excellent opportunity for an accounting professional who takes pride in accuracy, thrives on deadlines, and wants to build a career in construction accounting.
KEY CORE RESPONSIBILITIES
Invoice Processing & Disbursements
- Monitor the AP inbox and process accounts payable invoices in a timely manner
- Enter corporate AP invoices into the accounting system with accuracy and attention to detail
- Execute outgoing disbursements via check or ACH
Vendor Statements & Compliance
- Check vendor statements and research variances through resolution
- Maintain digital audit trails for AP transactions
- Collect W-9s and other tax documents from vendors
Credit Card Processing & Reconciliation
- Review and process credit card charges and receipts
- Follow up with Project Coordinators and Division Managers for outstanding credit card receipts
- Work with the AP/AR Manager on the reconciliation of credit card accounts
Team Support
- Provide support for teammates across the Accounting Department
- Perform other administrative duties as assigned
WHAT SUCCESS LOOKS LIKE
- Invoices and credit card charges are entered accurately and processed on time, with the AP inbox kept current
- Check and ACH disbursements go out correctly and on schedule
- Vendor statement variances are researched and resolved promptly, and vendor tax documents and audit trails are complete
- Credit card receipts are collected from project teams and accounts are ready for reconciliation with minimal follow-up
- The AP/AR Manager and project teams rely on you as an organized, dependable, and professional point of contact