Accounts Payable Assistant

INSIGHT CONSTRUCTION; Albuquerque (NM); On-site; USD 36,000 - 48,000; Full time

Job summary

Insight Construction in Albuquerque, NM seeks an Accounts Payable Assistant to support the accounting team with vendor invoices, credit card reconciliation, lien notices, and documentation. This role reports to the Accounts Payable Specialist and emphasizes accuracy.

The position requires detail orientation, organization, and the ability to manage multiple deadlines. Construction experience is helpful, but a willingness to learn and grow is valued.

Qualifications

• High school diploma required; accounting-related education a plus.
• Experience in accounts payable, bookkeeping, or accounting administration preferred.
• Construction accounting experience is beneficial but not required.

Responsibilities

• Assist with day-to-day accounts payable activities.
• Enter and review vendor and subcontractor invoices in the accounting system.
• Verify invoices contain job, cost code, PO, approval, and supporting documentation.
• Assist with matching invoices to POs, receipts, and other docs.
• Maintain organized electronic vendor records and documentation.
• Help prepare documentation for vendor payments.
• Research invoice discrepancies and resolve routine vendor questions.
• Support accounts payable reconciliation and vendor statement research.

Skills

Attention to detail

Organizational skills

Professional communication

Team collaboration

Problem solving

Education

High school diploma

Accounting coursework

Tools

Sage 100 Contractor

Procore

Excel

Outlook

Job description

Accounts Payable Assistant

• Location: Albuquerque, NM
• Job Type: Full-Time
• Department: Accounting
• Reports To: Accounts Payable Specialist

Build Your Career While Helping Keep the Details on Track.

AtInsight Construction, we’re looking for a dependable, organized, and detail-orientedAccounts Payable Assistantto support our accounting team and help keep our day-to-day accounts payable processes running smoothly.

This position will work directly with and report to the Accounts Payable Specialist, providing administrative and accounting support related to vendor invoices, credit card reconciliation, preliminary lien notices, lien waivers, payment documentation, data entry, and recordkeeping.

The right person for this role is someone who enjoys working with details, stays organized when managing multiple deadlines, and understands the importance of accurate documentation.

Construction accounting experience is helpful, but we also value someone who is eager to learn and grow within the role.

What You’ll Do

Accounts Payable Support

• Assist the Accounts Payable Specialist with day-to-day accounts payable activities.
• Receive, organize, review, and enter vendor and subcontractor invoices into the accounting system.
• Verify invoices contain the appropriate job, cost code, purchase order, approval, and supporting documentation before processing.
• Assist with matching invoices to purchase orders, receipts, subcontracts, and other supporting documentation.
• Identify missing or incomplete information and assist with obtaining the documentation needed to process invoices.
• Maintain organized electronic accounting and vendor records.
• Assist with preparing documentation for vendor payment processing.
• Research invoice discrepancies and help resolve routine vendor account questions.
• Support the Accounts Payable Specialist with vendor statement reconciliation and outstanding invoice research.

Credit Card Reconciliation

• Assist with the reconciliation of company credit card accounts.
• Collect and organize receipts and supporting documentation for credit card transactions.
• Verify charges are assigned to the appropriate employee, vendor, project, cost code, or general ledger account.
• Follow up on missing receipts, coding, or supporting documentation.
• Enter and maintain credit card transaction information within the accounting system.
• Assist with identifying and researching discrepancies during the reconciliation process.
• Maintain complete and organized records for monthly credit card reconciliations.

Preliminary Liens, Lien Waivers & Compliance

• Track and maintain preliminary lien notices (pre-liens)received from subcontractors, suppliers, and vendors.
• Maintain accurate records of preliminary notices by project and vendor.
• Track required conditional and unconditional lien waiversassociated with subcontractor and vendor payments.
• Assist with requesting and collecting outstanding lien waivers and other required payment documentation.
• Review received lien waivers for completeness and escalat discrepancies to the Accounts Payable Specialist.
• Maintain organized project files for pre-liens, lien waivers, joint checks, and related payment documentation.
• Assist with tracking vendor and subcontractor compliance documentation as it relates to payment requirements.
• Help ensure required documentation is received and properly filed before payments are released.

Accounting Administration & Data Entry

• Perform accurate and timely data entry within Sage 100 Contractorand other company systems.
• Maintain vendor information and assist with vendor record updates.
• Assist with W-9s, tax documentation, vendor setup records, and other accounting-related documentation.
• Scan, upload, organize, and maintain accounting records and supporting documents.
• Assist with spreadsheet tracking and routine accounting reports.
• Support month-end accounting processes by ensuring records and supporting documentation are complete and organized.
• Assist with document retrieval for audits, insurance reviews, tax reporting, and other accounting requests.
• Provide general administrative support to the accounting department as needed.

What We’re Looking For

• High school diploma or equivalent required; additional education in accounting, bookkeeping, business administration, or a related field is a plus.
• Previous experience in accounts payable, bookkeeping, accounting administration, or office administration preferred.
• Construction accounting or commercial construction experience is a plus.
• Strong attention to detail and commitment to accuracy.
• Strong organizational and document-management skills.
• Ability to manage multiple tasks, deadlines, and follow-up items.
• Comfortable working with numbers, invoices, spreadsheets, and detailed documentation.
• Basic understanding of accounts payable and accounting processes preferred.
• Proficiency with Microsoft Outlook, Excel, and other standard office programs.
• Experience with Sage 100 Contractorand/orProcoreis a plus.
• Ability and willingness to learn new accounting systems and construction-specific processes.
• Professional communication skills when working with vendors, subcontractors, employees, and internal team members.
• Ability to handle confidential financial and company information appropriately.
• Dependable, proactive, and willing to ask questions when something does not look right.
• Ability to work collaboratively while taking ownership of assigned responsibilities.

What Success Looks Like

• Invoices and accounting information are entered accurately and on time.
• Credit card transactions are properly coded, documented, and reconciled.
• Missing receipts and documentation are consistently followed up on.
• Preliminary lien notices and lien waivers are accurately tracked and maintained.
• Vendor and subcontractor payment files contain the appropriate supporting documentation.
• Accounting records are organized, complete, and easy to retrieve.
• Deadlines and outstanding items are actively tracked rather than waiting for someone else to identify them.
• The Accounts Payable Specialist has reliable administrative support to keep AP processes moving efficiently.

Physical Requirements

This position primarily works in a professional office environment and requires the ability to:

• Remain in a seated or stationary position for extended periods while working at a computer.
• Frequently use a computer, keyboard, mouse, telephone, calculator, copier, scanner, and other standard office equipment.
• Communicate effectively in person, by telephone, and through electronic communication.
• Read and review invoices, reports, spreadsheets, contracts, lien documents, and other printed or electronic materials.
• Occasionally stand, walk, bend, reach, stoop, or move throughout the office.
• Occasionally lift, carry, or move files, boxes, office supplies, or other materials weighing up to approximately25 pounds.
• Perform repetitive hand and wrist movements associated with computer use, data entry, filing, and document processing.
• Maintain the visual attention and concentration necessary to perform detailed data entry, reconciliation, and document review.

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position.

Why Insight Construction?

AtInsight Construction, every department plays an important role in the success of our projects. Our accounting team helps ensure our vendors and subcontractors are supported, our records are accurate, and our projects have the financial documentation they need from start to finish.

We value people who take pride in their work, support their teammates, stay accountable, and are always willing to learn. If you’re organized, dependable, and interested in growing your accounting experience within the commercial construction industry, we’d love to hear from you.

Insight Construction is an Equal Opportunity Employer.

Equal Opportunity Employer, including disabled and veterans.