The Accounts Payable Administrator manages the day-to-day accounts payable cycle and helps ensure that vendor invoices, employee and company-card expenses, recurring obligations, and payments are accurate, properly approved, timely recorded, and fully supported. The position maintains disciplined processing and reconciliation routines, resolves discrepancies with vendors and internal stakeholders, supports weekly cash requirements and forecasting, and helps deliver a complete and accurate month-end close in Viewpoint Vista.

· High school diploma or equivalent; associate degree or relevant coursework in accounting, finance, or business preferred.

· Two or more years of accounts payable, bookkeeping, or related accounting experience; construction or project-based accounting experience is preferred.

· Working knowledge of invoice processing, general ledger and job-cost coding, payment controls, statement reconciliation, and month-end cutoffs.

· Proficiency with Microsoft Excel, Outlook, and accounting/ERP systems; Viewpoint Vista experience is strongly preferred.

· Ability to manage recurring deadlines and a high volume of detailed transactions with accuracy and consistent follow-through.

· Receive, review, and enter vendor invoices daily; verify accuracy, completeness, supporting documentation, applicable purchase orders, job/cost coding, tax treatment, and required approvals.

· Route invoices through the established approval process, monitor status, and follow up promptly to prevent processing backlogs.

· Post approved invoices accurately and in the appropriate accounting period in Viewpoint Vista.

· Research and resolve duplicate invoices, pricing or quantity discrepancies, missing documentation, coding issues, and other exceptions before payment.

· Prepare the weekly cash requirements report and organize supporting invoices for management review and payment authorization.

· Prepare and process approved checks, e-checks, and vendor-portal payments; assign payment references and ensure each payment is supported by the corresponding invoice and approval.

· Maintain secure control of checks and payment documentation, prepare mailings, and retain required copies and records.

· Provide weekly AP cash forecasts and identify upcoming material obligations, timing concerns, or payment issues to the designated finance and business operations leaders.

· Perform daily bank reconciliation activity related to accounts payable and payroll transactions and promptly investigate variances.

· Administer the weekly WEX card process: download and organize transaction data, distribute reports to designated reviewers, enter transactions, and resolve missing or unclear information.

· Coordinate the monthly corporate credit-card process, including statement collection, cardholder report distribution, follow-up, receipt support, coding, review, and timely completion.

· Enter and reconcile Home Depot and other assigned purchasing-card activity using the PO log and available support to determine proper coding.

· Process employee expense reports in accordance with company policy and reconcile or clear approved reports using the designated general ledger treatment.

· Enter and track recurring obligations, including vehicle loans and leases, equipment loans, rent, Verizon, and other assigned monthly bills.

· Schedule rent and other time-sensitive payments early enough to meet contractual due dates and avoid late fees or service interruption.

· Reconcile vendor and card statements; verify that invoices are received, entered, coded, and posted in the correct month.

· Complete month-end AP checks and communicate missing invoices, approvals, statements, coding, or unresolved variances before close deadlines.

· Maintain accurate vendor records and respond professionally and promptly to vendor inquiries regarding invoice status, discrepancies, tax corrections, and payment timing.

· Partner with project, yard, equipment, operations, and accounting personnel to obtain approvals, clarify coding, and resolve invoice issues.

· Maintain orderly electronic and physical AP files in accordance with company retention practices and keep payment records audit-ready.

· Follow company financial policies, approval authorities, segregation-of-duties requirements, and fraud-prevention controls; escalate unusual or potentially fraudulent activity immediately.

· Protect confidential company, employee, banking, vendor, and financial information.

· Perform other accounting and administrative duties as assigned consistent with the position’s purpose.

· Accuracy and attention to detail

· Organization, prioritization, and deadline discipline

· Analytical problem-solving and reconciliation skills

· Clear, professional vendor and internal communication

· Confidentiality, integrity, and sound judgment

· Ownership, reliability, and proactive follow-up

· Invoices are entered, approved, and posted on schedule with accurate coding and complete support.

· Authorized payments are processed accurately and on time, with no avoidable late fees, duplicate payments, or control exceptions.

· Daily and monthly reconciliations are current, and discrepancies are resolved or escalated promptly.

· Card and expense activity is supported, coded, and completed by established deadlines.

· Weekly cash requirements and forecasts are reliable, timely, and clearly communicated.

· Month-end AP is complete and recorded in the correct period with minimal unresolved items.

This position is primarily performed in a professional office environment and requires extended computer use, frequent communication by email and telephone, and routine handling of paper and electronic records. The employee must be able to sit or stand for extended periods and occasionally lift or move files or office materials weighing up to 20 pounds. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.