About Company:

American Contracting & Environmental Services (ACE) is a general contractor specializing in self-perform construction of water and wastewater treatment facility construction. They are a premier builder of these projects in the Mid-Atlantic and have recently opened offices in Richmond and Chesapeake, VA and Buffalo, NY.  They find success through focusing on continuous improvement and investing in the professional development of their employees.  ACE has steadily grown over the past 21 years and they are consistently ranked a Top 200 Environmental Contractor by Engineering & News Record (ENR). Through continually enhancing their work processes, they produce the highest quality finished product for their clients. These efforts result in a challenging and rewarding environment as ACE's daily work preserves and improves our world‘s most precious resource – water!

About the Role:

The Accounts Payable Admin Assistant plays a crucial role in ensuring the accuracy and timeliness of the organization's financial obligations. This position is responsible for managing and processing invoices, verifying payment details, and maintaining vendor relationships to support smooth financial operations. The role requires meticulous attention to detail to reconcile accounts and resolve discrepancies, contributing to the overall financial health of the company. The successful candidate will collaborate closely with the finance team to support month-end closing activities and assist in audit preparations. Ultimately, this role ensures that all accounts payable processes comply with company policies and regulatory requirements, facilitating efficient cash flow management.

Minimum Qualifications:

• High school diploma or equivalent required; Associate’s degree in Accounting, Finance, or related field preferred.
• At least 1-2 years of experience in accounts payable or a similar administrative role.
• Proficiency in Microsoft Office Suite, especially Excel, and experience with accounting software.
• Strong organizational skills with the ability to manage multiple tasks and deadlines.
• Excellent communication skills, both written and verbal.

Preferred Qualifications:

• Experience with ERP systems such as SAP, Oracle, or QuickBooks.
• Basic understanding of accounting principles and financial regulations.
• Prior experience working in a corporate finance or accounting department.
• Ability to identify process improvements and contribute to workflow efficiencies.
• Certification in accounting or bookkeeping (e.g., Certified Accounts Payable Professional) is a plus.

Responsibilities:

• Process and verify invoices, expense reports, and payment requests accurately and timely.
• Maintain and update vendor records, ensuring all information is current and complete.
• Reconcile accounts payable transactions and resolve any discrepancies or issues.
• Prepare and process payments through checks, electronic transfers, or other methods as authorized.
• Assist with month-end closing activities, including preparing reports and supporting documentation.
• Communicate with vendors and internal departments to address payment inquiries and resolve issues.
• Ensure compliance with company policies and regulatory requirements related to accounts payable.
• Support audit activities by providing necessary documentation and responding to inquiries.

Skills:

The required skills enable the Accounts Payable Admin Assistant to accurately process and manage financial documents, ensuring data integrity and timely payments. Proficiency in Microsoft Excel and accounting software is essential for tracking invoices, reconciling accounts, and generating reports. Strong organizational and communication skills facilitate effective coordination with vendors and internal teams, helping to resolve discrepancies and maintain positive relationships. Preferred skills, such as familiarity with ERP systems and accounting principles, enhance the ability to navigate complex financial processes and contribute to continuous improvement initiatives. Together, these skills support the smooth operation of the accounts payable function and uphold compliance with financial policies.