Contract Administration & Accounts Payable Specialist
Position Summary
This role supports projects and accounting by preparing contracts, managing documentation, and processing vendor payments. The ideal candidate is organized, detail-oriented, and able to work accurately in a fast-paced environment.
Key Responsibilities
Contract Administration
- Prepare proposals and work orders accurately and on time.
- Provide customers with product data sheets, insurance certificates, and required documentation.
- Review contracts and project details, correcting any discrepancies.
- Send contracts to business partners, obtain all signatures, and upload completed documents into the required software.
- Distribute finalized contract information and paperwork to all necessary parties.
- Review billing requirements, communicate updates, and process change orders.
- Prepare and submit invoicing to customers, insuring accuracy and completeness.
- Monitor Accounts Receivable accounts for each customer and work to get payment in as quickly as possible.
Accounts Payable
- Receive, verify, and reconcile invoices with purchase orders.
- Ensure accuracy by comparing entries and system reports.
- Assign expenses to the correct accounts and record entries.
- Pay vendors by verifying IDs, preparing checks, and resolving discrepancies.
- Ensure credits are received for outstanding memos.
- Maintain accounting ledgers by posting verified transactions.
- Reconcile vendor statements and review related activity.
- Keep organized records by digitizing supporting documents.
General
- Support the accounting team and complete related tasks as needed.
Qualifications:
- High school diploma or equivalent; associate’s degree preferred
- 1+ year of administrative or production support experience
- Proficient in Microsoft Office (Word, Excel, Outlook)
- Strong communication and organizational skills
- Ability to multitask and prioritize in a dynamic environment
- Knowledge of Sage and/or Paylocity a plus
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