Careers

AP Administrator Needed!

2/20/2024

POSITION SUMMARY

The Accounts Payable Administrator provides both administrative and financial assistance to the Accounting Manager, Chief Financial Officer and upper management.  He/she must ensure efficient, effective and accurate financial and administrative records of operations.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Daily:

·Receive from foremen coded material, trucking and subcontractor tickets for reconciliation.
·Organize trucking, asphalt, stone, equipment and fuel tickets by job and date.
·Complete a tape for tonnage on asphalt and stone tickets.
·Verify/reconcile amounts in Heavy Job (entered by field employees) with tickets received daily.
·Organize tickets by job order and vendor order.
·Enter invoices for materials, equipment, fuel, and overhead into Foundation.
·File entered, unpaid invoices into open invoice accounts payable filing cabinet by vendor.
·Enter approved overhead invoices into software suite.


Answer and return accounts payable phone calls and voicemails.
Match coded tickets to vendor invoices.
Print Accounts Payable aging report.

·Forward necessary information to Controller for approval of payment.

Pull open invoices corresponding to pay report provided by Controller.

·Complete and verify all necessary forms, Lien waivers, reports related to payments scheduled.



Print checks as instructed, attach backup to check and obtain signature.
File paid invoices affiliated with material, overhead, equipment and discount.
File and procure Lien Waivers, accounts payable and certificates (W.C. & W-9).
Request and forward tax-exempt forms to vendors as needed.
Reconcile vendor statements to a/p balance.
Prepare credit applications and forward to Controller for vendor set up in software suite.
Confirm each folder has a replenished supply of forms needed daily such as: accident reports, policemen time sheets, new hire
paperwork, etc.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

Knowledge of:

·Construction accounting software especially Foundation and HCSS.
·Microsoft office suite Word and Excel.
·Accounts payable practice, procedures.
·Basic private and public construction accounts payable practices.

Skills:

·Accounts payable administrator needs to be extremely organized.  Focusing on the details of items to ensure accuracy.
·Possessing and utilizing daily open communication to work toward a harmonious team atmosphere.

Ability to:

·Data entry/accounts payable administrator needs to be able to handle many tasks at one time.
· He/she needs to be eager and willing to advance knowledge in both the accounts payable sector and construction industry.

EDUCATION AND EXPERIENCE
·Completion of a high school diploma.
·2 years of basic office/business experience with procedures and general daily office activities.

Send resumes to:
chuck@cole-burton.com

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