Office Administration

We are looking to hire a new member of our team Accounts Payable (AP) Assistant.

That manages the daily, routine financial transactions of a company, focusing on processing vendor invoices, expense reports, and payments. They ensure that all expenditures are accurate, properly authorized, and paid on time to maintain positive vendor relationships. This role combines administrative, clerical, and basic accounting tasks within a finance department. 

Primary Responsibilities

• Invoice Processing: Receiving, reviewing, and verifying vendor invoices for accuracy, proper authorization, and tax compliance. Billing Customers and Invoicing.
• Three-Way Matching: Matching invoices to purchase orders (POs) and receiving documents (packing slips) to ensure accuracy.
• Data Entry & Coding: Accurately entering invoice details and general ledger (GL) coding into the accounting system (QuickBooks a Must.).
• Payment Execution: Scheduling and processing payments, including checks, electronic transfers (ACH), and wire transfers.
• Vendor Management: Acting as the primary contact for vendor inquiries regarding payment status, resolving discrepancies, and maintaining updated vendor files (including W-9s).
• Reconciliation: Reconciling vendor statements, investigating discrepancies, and resolving outstanding balances.
• Administrative Support: Filing, scanning, and organizing digital or physical records of invoices and payments.
• Month-End Support: Assisting with month-end closing, including creating accruals and aging reports. 

Required Qualifications

• Education: High school diploma or equivalent is required; an associate’s degree in accounting, finance, or business is preferred.
• Experience: 1–3 years of experience in accounts payable, bookkeeping, or a similar clerical finance role.
• Technical Skills: Proficiency in Microsoft Office Suite (especially Excel for spreadsheets), (QuickBooks).
• Numerical Accuracy: Strong mathematical skills for calculating discounts, verifying totals, and auditing.

Key Skills & Abilities

• Attention to Detail: Meticulous approach to reviewing invoices to avoid duplicate or inaccurate payments.
• Organization: Strong time management skills to handle high-volume invoices and meet deadlines.
• Communication: Effective verbal and written skills for vendor and internal stakeholder interaction.
• Problem-Solving: Ability to investigate and resolve payment discrepancies.
• Confidentiality: High level of integrity in handling sensitive financial data. 

Typical Work Environment

• Schedule: Generally, a 40-hour work week, Monday to Friday. (Vac, Insurance benefits, 401K)
• Setting: Office-based.