What are the responsibilities and job description for the Accounts Payable Clerk position at Vaco by Highspring?
Location: Los Alamitos, CA
Employment Type: Full-Time, Onsite
A growing organization in the construction and technical services industry is seeking an Accounts Payable Clerk / Receptionist to support both front?office operations and accounts payable functions. This role ensures accurate and timely processing of vendor invoices while also serving as the first point of contact for visitors and callers. The ideal candidate is detail-oriented, professional, and able to thrive in a fast?paced environment.
Essential Duties & ResponsibilitiesAccounts Payable- Process and review incoming invoices for accuracy, proper coding, and policy compliance.
- Perform 3?way match (invoice, purchase order, receiving ticket) for material invoices.
- Enter vendor invoices daily into the electronic invoice system (P?Vault or similar).
- Collaborate with internal departments to obtain approvals and resolve invoice discrepancies.
- Respond to vendor inquiries promptly while maintaining strong vendor relationships.
- Reconcile vendor statements, research discrepancies, and ensure outstanding balances are addressed.
- Assist in monitoring AP aging reports and ensuring timely payments.
- Set up new vendors and maintain accurate audit-compliant documentation.
- Answer and forward incoming calls promptly and professionally.
- Greet, announce, and direct visitors courteously.
- Sort, distribute, and schedule incoming/outgoing mail and packages; log all checks received.
- Maintain and restock office supplies; place orders to ensure adequate inventory.
- Perform daily maintenance of coffee machines, including restocking and coordinating service with vendors.
- Schedule repairs or maintenance for office equipment (coffee machines, postage meter, shredding services, etc.).
- Assist with general office tasks and additional assignments as needed.
- High school diploma or equivalent required.
- Three years of experience in an office environment.
- Two or more years of accounts payable experience; high?volume AP environment preferred.
- Construction accounting or job costing experience highly preferred.
- Strong computer skills, including proficiency in Microsoft Office 365 (Outlook, Excel, Word).
Determining compensation for this role (and others) at Vaco/Highspring depends upon a wide array of factors including but not limited to the individual's skill sets, experience and training, licensure and certifications, office location and other geographic considerations, as well as other business and organizational needs. With that said, as required by local law in geographies that require salary range disclosure, Vaco/Highspring notes the salary range for the role is noted in this job posting. The individual may also be eligible for discretionary bonuses, and can participate in medical, dental, and vision benefits as well as the company's 401(k) retirement plan. Additional disclaimer: Unless otherwise noted in the job description, the position Vaco/Highspring is filing for is occupied. Please note, however, that Vaco/Highspring is regularly asked to provide talent to other organizations. By submitting to this position, you are agreeing to be included in our talent pool for future hiring for similarly qualified positions. Submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied. Further assessment of candidates beyond this initial phase within Vaco/Highspring will be otherwise assessed by recruiters and hiring managers. Vaco/Highspring does not have knowledge of the tools used by its clients in making final hiring decisions and cannot opine on their use of AI products.
Vaco by Highspring values a diverse workplace and strongly encourages women, people of color, LGBTQ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply.
Vaco by Highspring is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.
Vaco by Highspring and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco by Highspring and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact HR@vaco.com .
Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal.
By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.
Vaco by Highspring and its parents, affiliates, and subsidiaries ("we," "our," or "Vaco by Highspring") respects your privacy and are committed to providing transparent notice of our policies.
- California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees here.
- Virginia residents may access our state specific policies here.
- Residents of all other states may access our policies here.
- Canadian residents may access our policies in English here and in French here.
- Residents of countries governed by GDPR may access our policies here.
Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to:
- the individual's skill sets, experience and training;
- licensure and certification requirements;
- office location and other geographic considerations;
- other business and organizational needs.
With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.