The Accounts Payable Assistant works with receiving Accounts Payable invoices, reviewing invoices before payment is issued, and customer service inquiries. This position supports multiple office locations and various departments within the company.
Responsibilities and Essential Duties include the following (other duties may be assigned):
- Prepare vendor invoices and other various documents for scanning
- Scan and index vendor invoices, checks and other documents
- Download and process vendor invoices into imaging system to include routing invoices to the correct job or department
- Monitor Kofax for quality control batches or export not working and notify IT when issues arise
- Research invoices in various Accounting Office Overhead Accounts in Construction Imaging (CI) and route to correct job or department for review and approval
- Match payment information (check run reports) to source documents (i.e., invoices, subcontractor payment applications, check requests)
- Identify and research exceptions which may have occurred during check run validation
- Coordinate mailing of checks daily
- Review and research vendor statements on a regular basis
- Review expired SmartPay credit card payments and stale dated checks on a quarterly basis to support the Unclaimed Property process
- Respond professionally and timely to employee and vendor correspondence and inquiries that are delivered via our customer service line and/or shared email box
- Call in SmartPay credit card payments for select vendors not handled by Corpay’s Pay for You
- Support Project Accountants as needed
- Maintain accounts payable files
- Assist with identifying process improvements and/or efficiency gains with the Accounts Payable payment process
