Accounts Payable Specialist / Office Administrator

Accounts Payable Specialist / Office AdministratorFull-Time | Seasonal (March–December)Overview:We are seeking a detail-oriented and organized Accounts Payable Specialist / Office Administrator to support our finance and office operations in a fast-paced, small office environment. This role is responsible for high-volume accounts payable processing, vendor coordination, reporting, and administrative support, including onboarding and office management tasks.Key Responsibilities:Accounts Payable & Vendor Operations:Process invoices accurately, ensuring alignment with purchase orders, receipts, and payment termsMatch invoices to supporting documentation (driver tickets, material purchases) and maintain organized job filesInvestigate and resolve invoice discrepancies by working with vendors and internal teamsAssist with vendor onboarding, compliance documentation, and maintenance of vendor recordsBuild and maintain strong relationships with vendors and internal stakeholdersReporting & Analysis:Prepare and maintain reports, including open tickets and aged payablesAnalyze AP data to identify trends, discrepancies, and process improvement opportunitiesProvide timely and accurate reporting to support operational and financial decision-makingRecommend and implement process improvements to enhance efficiency and controlsOffice Administration & Purchasing:Manage the purchasing of office supplies and company-branded materialsOversee general office administrative needs and support daily operationsContract & Compliance Support:Obtain and track certificates of insuranceCollect and verify sales tax exemption certificatesHR & Office Support:Assist with employee applications and onboarding processesSupport coordination of company events (e.g., seasonal events, company gatherings)Help manage office systems, including VOIP phone systemsAssist with special projects as neededQualifications:Highly detail-oriented with strong organizational and multitasking skillsAbility to manage multiple priorities in a dynamic environmentProficiency in Microsoft Office, especially ExcelPrior experience in a construction or similar environment preferred