Accounts Payable Administrator

Job ID: 15-0007
Location: Charlotte

BASIC FUNCTION:

This position is responsible for:

  • Timely payment of invoices, vouchers, check requests and purchase orders, as well as facilitating internal approval and coding disbursement of company funds within strict accordance to company accounting procedures.

  • Administering records, payments and/or entries that are to remain confidential to all unauthorized persons or company personnel.

  • Develop and maintain all vendor files including but not limited to the tracking of insurance certificates.

  • Provide general office support

SCOPE:

The Accounts Payable Administrator must:

  • Demonstrate a thorough working proficiency in use of office equipment;

  • Be capable of effective interaction with subcontractors, suppliers, customers, inner company personnel, land developers, and other associates of Eastwood Homes;

  • Demonstrate a complete working knowledge Windows operating systems as well as various office software packages (Microsoft Word, Excel and Access) as well as account payable, job-cost and general ledger software;

  • Demonstrate the ability to manage tight deadlines, promptly address changes without disrupting schedules, and managing high volumes of work with minimal direct supervision;

  • Maintain a clean and organized work environment.

DUTIES AND RESPONSIBILITIES

  • Facilitate and control the receipt, approval and coding of all incoming invoices.

  • Input into AP system invoices, check requests and contra-deducts only after each has been properly processed (i.e. Appropriate approval, coding, Purchase Order, Date Stamp, bid check, original copies, etc.).

  • Maintain appropriate controls in order to cross check all information prior to releasing reports and check disbursement.

  • Generate and maintain two central files for each vendor: File 1 -- Vendor identification, tax records, agreements, pricing, correspondence, quality take-offs; File 2- Invoice and check records.

  • Track all vendor insurance certificates in accordance with Company policy.

  • Maintain, log and track an active “problem” file for aged and/or disputed invoices.

  • Batch all disbursements in accordance with company policies and procedures.

  • Control and secure check stock and printed checks.

  • Develop and maintain current, neat and organized AP filing on a timely basis.

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