We are seeking an Administrative Assistant/Account Payable associate to join an established Nashville Construction Company!
Job Description:
Accounts PayableCollect invoices from mail, email, and vendor portals; save and organize digital copies on the shared driveEnter invoices into QuickBooks and maintain accurate job coding based on Project Manager inputOrganize invoices by job and status (unapproved and completed folders)Prepare and mail checks with required remittance documentation once approvedReview vendor statements and follow up on missing or outstanding invoicesMaintain organized and up-to-date vendor invoice recordsAssist with vendor setup, including credit applications and ACH information as directedEnter credit card transactions and ACH charges into QuickBooks
Office & Administrative Support
Pick up mail from the post office (P.O. Box), sort, and distribute accordinglyScan, organize, and file documents (invoices, receipts, and general records)Answer and direct phone calls; greet visitors and assist with general inquiriesReceive and coordinate deliveries and incoming packagesMaintain organized digital and physical filing systemsMaintain office supplies, inventory, and company materials (including apparel)Assist with tracking and renewing licenses, registrations, and compliance items as neededMaintain equipment logs, including usage, mileage, and repairsAssist with preparing and distributing basic reports (job cost, financial, etc.)Enter project-related data into QuickBooks (budgets, cost codes, etc.) as directedAssist with scheduling and coordination of trainings, meetings, and company eventsAdministrative arm of the safety program, including organizing training sessions, and maintaining safety certifications and compliance records.Administrative arm of the equipment management program.
