AP/Payroll Assistant

Why Consider This AP/Payroll Assistant Role?

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• Join an established industrial and project-based organization where accounting plays a key role in supporting daily operations.
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• Enjoy a diverse position combining accounts payable responsibilities with payroll administration.
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• Collaborate with purchasing, project management, and accounting teams to ensure accurate financial records and timely payments.
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• Take ownership of invoice processing, vendor maintenance, and payment tracking while supporting employee data administration.
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Key Responsibilities of the AP/Payroll Assistant:

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• Process vendor invoices accurately, verifying purchase orders, job numbers, quantities, and pricing in collaboration with purchasing and project management teams.
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• Monitor invoice approvals through Quickbase, follow up on outstanding approvals, and escalate overdue items to management as needed.
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• Enter non-purchase order invoices into NetSuite and maintain organized invoice files and payment documentation.
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• Set up and maintain vendor accounts in NetSuite, including collecting W-9 forms, completing credit applications, and updating vendor information.
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• Review accounts payable aging reports weekly to ensure invoices are processed and paid within established terms, with appropriate supporting documentation.
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• Monitor outstanding checks, contact vendors regarding aged items, and coordinate voids and reissues as needed.
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• Review vendor records periodically and inactivate vendors that have not been used within the past 12 months.
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• Assist the Payroll Manager with day-to-day payroll administration and related projects.
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• Maintain accurate employee records in ADP by processing new hires, rehires, and terminations and ensuring required employee information is collected and updated.
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Qualifications of the AP/Payroll Assistant:

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• High school diploma or equivalent required.
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• Minimum of 2 years of accounts payable and/or payroll experience.
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• Experience in construction, industrial services, or project-based billing preferred.
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• Experience with ERP systems required; NetSuite preferred.
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