Accounts Payable Administrator

Role and Responsibilities

• Process vendor invoices, ensuring appropriate approvals and coding to correct general ledger accounts and cost centers.
• Match purchase orders and receipts to invoices, resolving discrepancies with procurement and operations teams.
• Maintain and reconcile accounts payable records, ensuring timely and accurate payment of all vendor obligations.
• Prepare weekly and monthly payment runs, including checks, ACH, and wire transfers, in accordance with company policies
• Verify and process expense reports for employees.
• Communicate with vendors and internal stakeholders to resolve invoice or payment issues.
• Assist in month-end close processes by providing AP-related reports, accruals, and reconciliation support.
• Monitor aging reports and ensure timely payment to critical suppliers to support ongoing field operations.
• Ensure compliance with company policies, tax regulations, and industry standards.
• Support audits by preparing documentation and responding to auditor inquiries related to payables.
• Assist with process improvements to enhance efficiency and accuracy of AP functions.
• Work closely with project managers and field supervisors to ensure accurate project costing and timely AP support for ongoing jobs.
• Utilize automated and AI-enabled AP tools to streamline invoice processing, coding, and payment workflows.
• Review and validate AI-generated invoice coding, matching, and exception handling for accuracy.
• Assist in identifying opportunities for automation and process optimization within accounts payable operations.
• Support implementation and continuous improvement of digital finance tools and AP technologies.
• Perform additional accounting, reporting, administrative, or operational duties as assigned.

Qualifications and Education Requirements

• Associate’s degree in Accounting, Finance, or a related field preferred.
• 2+ years of accounts payable experience, preferably in an industrial or construction services environment.
• Strong understanding of general accounting principles and payables processes.
• Proficiency with ERP systems and Microsoft Office, especially Excel.
• Ability to manage high volumes of transactions with accuracy and efficiency.
• Familiarity with AI-powered accounting, ERP, or invoice processing tools is preferred.
• Ability to leverage automation and AI-assisted tools to improve accuracy, efficiency, and workflow management.
• Ability to utilize AI-assisted reporting and data analysis tools while maintaining strong attention to detail and financial controls.
• Comfortable adapting to evolving technology platforms and digital finance solutions.
• Strong analytical mindset with the ability to identify process improvement opportunities through technology and automation.
• Strong organizational and time management skills.
• Effective communication and interpersonal skills.
• Familiarity with project-based or job-cost accounting is a plus.

Physical Requirements

• Prolonged periods of sitting and working at a computer workstation are required as essential functions of the position.
• Frequent and repetitive use of hands, wrists, and fingers for typing, keyboarding, data entry, writing, handling invoices, processing payments, scanning documents, and operating computers and office equipment.
• Requires fine motor skills and manual dexterity sufficient to operate computers, calculators, printers, scanners, phones, and other office technologies for extended periods of time.
• Frequent viewing of computer monitors, invoices, spreadsheets, payment records, financial reports, ERP systems, dashboards, and operational documentation requiring close visual acuity and sustained concentration.
• Ability to review, analyze, and interpret detailed financial data, vendor invoices, purchase orders, payment records, contracts, and operational documentation with a high degree of accuracy and attention to detail.
• Ability to communicate effectively verbally and in writing with vendors, employees, managers, auditors, and operational personnel in both office and remote communication environments.
• Ability to occasionally stand, walk, bend, stoop, kneel, reach, or retrieve files, office materials, archived records, or supplies as needed.
• Ability to occasionally lift, carry, transport, or move files, office supplies, paper records, laptops, or equipment up to 20 pounds.
• Ability to work in a fast-paced office environment while maintaining productivity, concentration, responsiveness, and accuracy during periods of high transaction volume and strict deadlines.
• Ability to tolerate moderate office noise levels and interruptions while maintaining sustained attention to detail and financial accuracy.
• Ability to occasionally travel to branch offices, operational facilities, or project locations as needed for training, audits, process reviews, or operational support.
• Ability to work in both office and occasional industrial operational environments while maintaining professionalism, responsiveness, and attention to detail.
• Must be medically able to access customer or operational facilities and comply with customer-specific site requirements, including fit-for-duty requirements, drug/alcohol testing, safety orientation requirements, and PPE requirements where applicable.
• Must be able to wear and properly utilize required personal protective equipment (PPE), including hard hats, safety glasses, hearing protection, steel-toed boots, respirators, or other required safety equipment while visiting operational or industrial locations.
• Must be able to perform the essential functions of the position with or without reasonable accommodation.
• Regular attendance, reliability, punctuality, responsiveness, and the ability to maintain consistent work performance are essential functions of the position.

The individual must also be able to wear and properly utilize appropriate personal protective equipment (PPE) to work or visit within areas where it is required. This includes hard hat, safety glasses/spoggles, respirators, ear plugs, steel toed shoes, or other protective equipment as required by the work performed and location the work is being done.

The Company expects and requires all employees to observe and fulfill all safety responsibilities as outlined in workplace safety training, and actively work toward maintaining a safe workplace. Failure to do so can result in disciplinary action, up to and including termination of employment. Regular attendance and punctuality are required of all employees.

Applicants must be authorized to work for any employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Employment at Thorpe Specialty Services Corporation and its affiliates is on an “at-will” basis. There is no contract of employment between Thorpe Specialty Services Corporation and anyone or all its employees unless explicitly stated elsewhere. Employment security cannot be guaranteed for or by any employee.