Pipkin Inc. – Accounts Payable and Reception Specialist

Website: https://pipkinconstruction.com/
Job Location: East Wenatchee, WA

Compensation: $23.00-29.00 per hour starting base rate, non-exempt

Benefits:  Employer sponsored Health Insurance, Dental, Life and AD&D, and 401(k), paid Vacation, and Washington State Paid Sick Leave.

Other: Pipkin Inc is a Federal Contractor. Our Employees are verified through E-Verify and subject to drug testing.  Any offer of employment is contingent on passing a pre-employment drug and alcohol screening.  In compliance with the provisions of Executive Order 11246, as amended, all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin or veteran status.

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Job Summary:

Pipkin Construction, an established North Central Washington excavation and underground utilities contractor, is actively recruiting a highly qualified Accounts Payable and Reception Specialist to support our office team.  The position will be tasked with various administrative responsibilities in a fast-paced construction-office environment.  The position is responsible for processing Accounts Payable for multiple entities. Reception responsibilities include answering phones and coordinating communication between field employees, project managers, and other Pipkin stakeholders. This position will also support special projects throughout the office.

Minimum Required Skills and Experience:

• At least two (2) years of relevant experience processing Accounts Payable.
• Experience with reception duties.
• Hear and speak sufficiently to answer the phone and communicate with employees and others.
• Vision for indoor recognition and activities such as reading, writing, and computer tasks.
• Manual dexterity for keyboarding.
• Ability to sit for extended periods.
• Mobility within the office, including stairs.
• Legible handwriting.

Essential Functions and Responsibilities:

Accounts Payable & Related

• Process high-volume accounts payable cycle the 10th of each month for Pipkin Construction and its affiliates.
• Code vendor invoices to related construction projects and general ledger accounts, and route to appropriate personnel for approval.
• Reconcile approved invoices to vendor statements.
• Record monthly transactions for multiple company credit card accounts.
• Interface with employees, vendors, and subcontractors to research and resolve any discrepancies.
• Prepare monthly account reconciliations and related schedules.
• Data entry, including fuel reports, equipment work-orders, load logs, and other data, as assigned.
• Maintain vendor W-9s records and process vendor 1099s at year-end.
• Complete vendor credit applications as required.

Administrative

• Primary contact for answering company phones and greeting visitors.
• Maintain a professional demeanor with callers and visitors alike.
• Project a “Pipkin Image” that is welcoming, attentive, and professional.
• Follow up to make sure each caller and visitor reaches his or her destination in a timely fashion or is made aware a message has been securely delivered.
• Follow any special preferences expressed by project managers, superintendents, and other Pipkin stakeholders for handling key callers, visitors, and respond to similar requests for custom treatment of message delivery.
• Open incoming mail and route to appropriate personnel.
• Collect and prepare outgoing mail.
• Filing, including accounts payable, equipment, maintenance records, and other records.
• Document compiling, photocopying, and envelope-stuffing, as assigned.
• Manage office supplies inventory, including kitchen items (e.g., coffee, paper towels).
• Assist in with maintaining a neat reception area and kitchen, including loading and emptying dishwasher, as needed.
• Support construction operations, as needed or as assigned.
• Assist with multiple small works roster applications.
• Manage General Liability insurance certificates (both Pipkin and third party).
• Order bid documents.
• Generate and track Annual Service Agreements with subcontractors.
• Initiate portable toilet rentals.
• Act as a runner for local purchases, including bid documents.
• Assist field employees with questions by phone, in person, or by text, as needed.
• Assist in completing vendor credit applications.
• Other special projects, as assigned, including coordinating social events (holiday gatherings), assisting with employee, vendor, or customer recognition (e.g., floral arrangements), and providing administrative support for in-house training and testing (e.g., safety and first aid, hearing tests).

• Excellent attendance and timeliness.
• Other duties, as assigned.

Skills:

• Strong communication, customer service, and organizational skills
• Team-oriented attitude and willingness to help, wherever needed.
• Strong attention to detail.
• Ability to maintain accuracy and productivity despite multiple interruptions.
• Ability to adapt and prioritize in response to changes in workflow, shifting deadlines, and emergent issues.
• Ability to maintain complete confidentiality and avoid conflicts of interest with employees, vendors, and competitors.
• Keyboarding accuracy with at least moderate speed, including 10-key.
• Competent in Microsoft Office applications (Excel, Word, and Outlook).
• Familiarity with computerized accounting software and double entry accounting.
• Switchboard competence, including line identity retention for multiple simultaneous calls.
• Ability to transmit callers’ names accurately, and to request that callers identify themselves for this purpose.
• Eye contact and other methods to convey the importance of the visitor.
• Courteous handling of multiple demands including orderly and courteous queuing of callers.
• Screening and recognition of priority, sensitive, and emergency calls.

Work Hours:

• Monday through Friday, 8AM to 5PM. Occasional overtime to meet deadlines, as needed or as assigned.

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.