Contracts and Accounts Payable (AP) Administrator

Job Description

Contracts and Accounts Payable (AP) Administrator

I. Position Summary (Scope of the Job)

The Contracts and Accounts Payable (AP) Administrator is responsible for the timely and accurate processing of accounts payable transactions while also supporting contract administration, vendor compliance, customer communications, and general office operations.

This role serves as a key point of contact for vendors, subcontractors, customers, and internal staff, ensuring smooth coordination of purchasing, permitting, pay applications, and financial documentation across the organization.

II. Major Responsibilities

Attendance & Professional Conduct

• Arrive on time for all scheduled work shifts. Full-time shifts are 7:30 AM–4:30 PM or 8:00 AM–5:00 PM, including a one-hour lunch break.
• Clock in and out according to company policy.
• Overtime is not permitted without prior approval.

Customer & Communication Support

• Monitor and maintain the company information email inbox.
• Answer phones, respond to emails, and address customer inquiries promptly and professionally.
• Review calls and voicemail daily to ensure all customer and employee concerns are addressed within the current workday.
• Complete customer calls upon receipt using established call scripts and ensure call queues are cleared daily.
• Route incoming calls to the appropriate department or location.
• Conduct daily catch-up periods for call allocation and invoice review.

Accounts Payable Administration

• Verify the accuracy of purchase orders and invoices and follow standard operating procedures for all AP.
• Reconcile company records with vendor statements and resolve discrepancies.
• Reconcile credit card transactions with monthly statement activity.
• Communicate with vendors regarding invoices, inquiries, and payment terms.
• Prepare ad-hoc financial reports and compile accounting documentation as needed.

Vendor & Contract Compliance

• Maintain vendor accounts, credentials, and required documentation.
• Manage subcontractor onboarding packets, including proof of insurance and subcontractor agreements.
• Complete vendor credit applications and ensure ongoing compliance with company requirements.

Purchasing & Project Support

• Maintain and issue purchase orders as needed.
• Process pay applications, including Percentage of Completion documentation for AIA-related projects.
• Track and support project submittals and change orders.

Permitting Administration

• Manage permitting processes, including submitting and tracking permits through online portals.
• Ensure permits are properly maintained and compliant with project requirements.

Collections & Accounts Receivable Support

• Support collections efforts by ensuring technicians collect payments when required.
• Follow up on outstanding customer balances to assist with timely accounts receivable collections.
• Perform collection-related tasks during call intake or scheduled catch-up periods.

Software & Administrative Support

• Utilize and maintain internal business operating systems, becoming proficient in new software quickly.
• Perform general administrative duties, including data entry, filing, document preparation, and office support tasks.
• Collaborate with team members to improve workflows and streamline operational efficiency.

III. Background Requirements

Education

• High School Diploma or equivalent required.

Experience & Credentials

• Minimum of 2+ years of experience in accounts payable, contract administration, or general accounting.

Preferred - Knowledge, Skills, & Software

• Working knowledge of GAAP and basic accounting principles.
• Strong ability to analyze financial data and resolve discrepancies.
• Proficiency in Microsoft Office Suite.
• Experience with Quick Books or comparable accounting software preferred.
• Excellent written and verbal communication skills.
• Strong organizational, time management, and prioritization abilities.
• Detail-oriented with strong problem-solving skills.
• Ability and willingness to learn new systems efficiently.
• Experience in Service Titan a big plus.

Disclaimer

This job description reflects the general nature and level of work expected of the incumbent. It is not intended to be a comprehensive listing of all duties and responsibilities. Employees may be asked to perform additional tasks as business needs require.

Compensation & Benefits

• Competitive hourly pay based on experience ~ $20 - $24 per hour.
• Overtime opportunities as needed
• On-the-job training and support
• Health, dental, vision insurance
• Paid time off and holidays