Accounts Payable

Star Staffing; California; On-site; USD 41,000 - 47,000; Part time

Job summary

Star Staffing in Napa, CA seeks an experienced Accounts Payable & Office Administrator for a temporary onsite assignment. The role combines AP processing, office admin tasks, and subcontractor administration in a fast-paced construction office environment.

The ideal candidate has at least 2 years AP in construction, proficiency with job costing and ProContractor, and strong Excel/Word skills. Excellent organizational abilities and the capacity to manage multiple deadlines are essential.

Qualifications

• At least 2 years of accounts payable experience, preferably in construction.
• Experience with job costing, job codes, and cost codes.
• Strongly preferred: hands-on experience with ProContractor accounting software.
• Experience with construction accounting software is required if ProContractor is not available.
• Proficiency in Microsoft Excel and Word.
• Ability to work independently, follow procedures, and prioritize deadlines.

Responsibilities

• Process vendor invoices and assign appropriate job and cost codes.
• Verify invoice pricing against quotes, PO, and approved price lists.
• Route invoices for approval and enter into accounting system.
• Prepare weekly check runs and ACH payment batches.
• Track payments, reconcile vendor statements, and file paid invoices.
• Resolve invoice discrepancies and respond to vendor inquiries.
• Answer incoming calls and manage AP inbox.
• Organize invoices, checks, subcontract documents, and correspondence.
• Prepare subcontract agreements and coordinate signatures.
• Maintain subcontractor logs and COIs.
• Verify insurance requirements and licenses for subcontractors.

Skills

Accounts payable

Job costing

Microsoft Excel

Office administration

Prioritization

Communication

Tools

ProContractor

Job description

Location: Napa, CA
Pay Rate: $30–$34 per hour, depending on experience
Schedule: Monday–Friday, 7:00 AM–4:00 PM
Employment Type: Temporary, onsite assignment
We are seeking an experienced Accounts Payable & Office Administrator for a temporary assignment with our client in Napa area. The ideal candidate has experience working in a construction environment, understands job costing and invoice processing, and is comfortable managing multiple administrative responsibilities in a fast-paced office. Experience with ProContractor accounting software is strongly preferred.

Accounts Payable

• Process vendor invoices and assign the appropriate job and cost codes.
• Verify invoice pricing against quotes, purchase orders, and approved price lists.
• Route invoices for approval and enter approved invoices into the accounting system.
• Prepare weekly check runs and ACH payment batches.
• Track payments, maintain accurate records, and file paid invoices.
• Reconcile vendor statements and resolve invoice discrepancies.
• Process recurring payments, monitor autopayments, and respond to vendor inquiries.
• Review accounts payable aging reports and manage outstanding invoices.

Office Administration

• Answer incoming calls, direct inquiries, and take accurate messages.
• Monitor the shared accounts payable inbox and route communications as needed.
• Receive, date-stamp, sort, and distribute incoming mail.
• Organize invoices, checks, subcontract documents, and other correspondence.
• Identify and promptly escape legal notices, lien-related correspondence, and government agency mail.

Subcontractor Administration

• Prepare subcontract agreements using company templates and project manager instructions.
• Coordinate signatures and follow up on outstanding subcontract documents.
• Maintain subcontractor logs, including project details, contract amounts, and change orders.
• Collect and review certificates of insurance (COIs) and verify expiration dates.
• Confirm insurance requirements, additional insured status, and waivers of subrogation.
• Verify contractor license status before subcontractors begin work.
• Obtain W-9 forms and maintain vendor documentation.

Qualifications

• At least 2 years of accounts payable experience, preferably in construction, contracting, or subcontracting.
• Experience with job costing, job codes, and cost codes.
• Strongly preferred: hands‑on experience with ProContractor accounting software.
• Experience with construction accounting software is required at minimum if ProContractor experience is not available.
• Proficiency in Microsoft Excel and Word.
• Experience tracking subcontract agreements, certificates of insurance, and vendor documentation is highly desirable.
• Ability to work independently, follow established procedures, and prioritize competing deadlines.