What are the responsibilities and job description for the Accounts Payable Administrator position at McGrew Management Company?
McGrew Management Company is seeking a detail-oriented and organized Accounts Payable Administrator to join our Corporate Office in Hanover, PA. This role supports all McGrew Management affiliates — McGrew Equipment Company, Crownstone Equipment, and Iron Road Logistics — by ensuring accurate and timely invoice processing, vendor payments, and financial documentation. The ideal candidate is dependable, thorough, and able to manage a high volume of tasks while maintaining accuracy and strong communication.
Company Description
McGrew Management Company provides shared services, strategic leadership, and operational support to a family of growing businesses in the heavy equipment and logistics industries, including McGrew Equipment Company, Crownstone Equipment, and Iron Road Logistics.
Our team is built on integrity, teamwork, and old-fashioned business values. We believe in treating employees like family, investing in professional growth, and recognizing contributions at every level. We offer a competitive benefits package including medical, dental, and vision insurance, a 401(k) program with company match, and other employee perks that support both career and personal success.
What McGrew Management Company Offers You
- A growing company with opportunities for career advancement
- Comprehensive medical benefits for full-time employees
- Dental, vision, life, and disability insurance for full-time employees
- 401(k) retirement plan with company match
- Paid holidays for full-time employees
- Paid time off for full-time and part-time employees
- Employee Assistance Program (EAP)
- Exclusive employee discounts & access to year-round employee merchandise store
- Supportive, team-oriented workplace culture
Role Description
The Accounts Payable Administrator is responsible for processing vendor invoices, managing payment cycles, and maintaining accurate accounts payable records across all affiliated companies. This role supports overall financial operations by ensuring invoices are properly coded, verified, approved, and paid on schedule. The Accounts Payable Administrator also plays a key role in maintaining vendor relationships, resolving discrepancies, and supporting internal teams with timely information.
Essential Duties & Responsibilities
To perform this job successfully, an individual must be able to satisfactorily perform each of the essential duties listed below. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Process all vendor invoices, ensuring proper coding, documentation, and approval routing.
- Validate invoice accuracy including pricing, quantities, terms, and supporting documentation.
- Maintain organized digital records of invoices, statements, and payment documentation.
- Prepare and process weekly check runs, ACH payments, and wire transfers.
- Manage floorplan payments and ensure compliance with lender timelines.
- Reconcile the AP subledger to the general ledger monthly and resolve discrepancies promptly.
- Monitor aging reports and maintain consistent vendor payment schedules.
- Serve as the main point of contact for vendor inquiries, discrepancies, and payment status updates.
- Research and resolve issues related to pricing discrepancies, missing documentation, or unreceived goods.
- Support month-end close by preparing accrual entries, reconciliations, and requested reports.
- Provide documentation for audits, reviews, or internal compliance checks.
- Identify opportunities to streamline invoice processing and improve workflow efficiency.
- All other duties as assigned.
Educational & Experience Requirements
- High school diploma or equivalent required; associate or bachelor’s degree in Accounting, Finance, or Business preferred.
- 2 years of accounts payable or general accounting experience.
- Strong understanding of AP workflows, invoice processing, and vendor communication.
- Proficiency with accounting or ERP systems.
- Excellent attention to detail and accuracy in high-volume environments.
- Strong organizational and time-management skills with the ability to manage multiple deadlines.
Preferred Qualifications
- Experience working in a supply-chain, inventory-based, or multi-location business.
- Knowledge of floorplan financing processes.
- Intermediate Excel skills (VLOOKUP, pivot tables, basic formulas).
- Experience working in a multi-company or shared-services environment.
Essential Physical Requirements
While performing the duties of this job, the employee is regularly required to talk and hear. The employee frequently is required to stand, walk, sit, use hands to handle or feel, and reach with hands and arms. Specific vision abilities required include close vision, distance vision, and the ability to focus.
Equal Employment Opportunity
McGrew Management Company and its affiliates provide equal employment opportunities to all employees and applicants for employment and prohibit discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.