Accounts Payable Assistant

Full Time

We're seeking an experienced Accounts Payable Assistant to join our multi-disciplinary team. You'll processes weekly expense reports for firmwide staff, as well as processing vendor invoices. This role requires collaboration with the accounting office and all levels of staff to help ensure prompt payment.  


A/P Responsibilities

  • Responsible for day-to-day accounting for accounts payable and expense reimbursement transactions, including:
  • Review invoices for validity, accuracy and proper approvals
  • Enter data into accounting system 
  • Assist in preparing weekly check runs
  • Maintain listings of vendors and accounts payable aged balances
  • Resolve payable issues and inquiries 
  • Ensure vendor files and information are complete and supported by a W-9 or other relevant documentation such as insurance for subconsultants
  • Open, sort and distribute documents for approval
  • Prepare written responses to routine inquiries
  • Assist with annual preparation of 1099s and other required reporting and filings
  • Perform general clerical duties including filing, photocopying, faxing, scanning and mailing
  • Perform various other general accounting functions for the accounting department

Administrative Responsibilities

  • Responsible for support for the front desk, and Business Office organization:
  • Answer phones at the front desk approximately 10 hours per week
  • Order supplies weekly and distribute
  • Help manage other business office staff in filing and office organization
  • Support other staff while on vacation
  • Support to A/R accountants in pulling A/P for invoices
  • Keep the Business Office clean and neat
  • Offer strategic thinking in how to help the Business Office stay organized



The ideal candidate has an accounting or other financial background with experience in the A/E industry and the ability to think critically and creatively, be dependable, work as part of a collaborative team in an open environment, maintain a sense of humor and have fun at work. 

  • Minimum one year of professional office experience in an administrative or accounting support role
  • Associate degree in accounting, business management or related field preferred
  • Proficiency with Microsoft Excel, Word is required
  • Experience with Deltek accounting software experience a plus
  • Knowledge of clerical and administrative procedures and systems such as filing and record keeping
  • Must be a team-player with a positive attitude
  • Flexibility, adaptability working with a variety of responsibilities in a fast-paced environment
  • Strong verbal and written communication skills
  • Detail oriented, precise, accurate, organized