Accounts Payable Assistant

Confidential Construction; Santa Clara (CA); In loco; USD 32.000 - 47.000; Tempo pieno

Descrizione del lavoro

Confidential Construction in Santa Clara, CA is seeking an Accounts Payable Assistant on a temporary-to-hire basis. The role focuses on follow-up and reporting for outstanding vendor payments, tracing status, documenting delays, and maintaining clear visibility into aging and backlog.

You will collaborate with the Accounts Payable Specialist to process current invoices, reconcile statements, escalate delays, and provide accurate vendor updates while supporting documentation, scanning, and audit

Competenze

• High school diploma or equivalent.
• 1-2 years of accounts payable, accounting, bookkeeping, or related administrative experience preferred.
• Experience with Microsoft Excel and accounting or ERP software; Viewpoint experience is a plus.

Mansioni

• Maintain and review accounts payable aging reports (current, 30-, 60-, and 90-plus days).
• Trace pending and overdue vendor payments from invoice receipt through approval, processing, and payment.
• Identify reasons payments are unpaid (missing docs, delays, coding, PO issues, or payment exceptions).
• Maintain a detailed follow-up log with status, aging, responsible party, next action, and expected resolution date.
• Follow up with internal departments, project teams, and vendors to obtain missing information and move items toward resolution.
• Reconcile vendor statements to company records and research unmatched invoices, credits, duplicate charges, and discrepancies.
• Prepare recurring backlog and aging updates highlighting outstanding items and blockers; escalate as needed.
• Provide vendors with accurate status updates; maintain professional communication.
• Support document filing, scanning, invoice research, audit requests, and other AP activities as assigned.

Conoscenze

Attention to detail

Persistence

Communication

Formazione

High school diploma

Strumenti

Microsoft Excel

Viewpoint ERP

ERP software

Descrizione del lavoro

This role is Temp-Hire and will provide detailed follow-up and reporting support for outstanding vendor payments, with primary responsibility for identifying pending items, tracing their status, documenting causes of delay, and maintaining clear visibility into how far payments are behind. The Accounts Payable Assistant will work closely with the Accounts Payable Specialist, whose primary focus is processing current invoices accurately and on time to prevent additional backlog.

Responsibilities

• Maintain and review accounts payable aging reports, including current, 30-, 60-, and 90-plus-day items.
• Trace pending and overdue vendor payments from invoice receipt through approval, processing, and payment.
• Identify the reason each item remains unpaid, such as missing documentation, approval delays, coding questions, purchase order issues, or payment exceptions.
• Maintain a detailed follow-up log showing payment status, aging, responsible party, next action, and expected resolution date.
• Follow up with internal departments, project teams, and vendors to obtain missing information and move delayed items toward resolution.
• Reconcile vendor statements to company records and research unmatched invoices, credits, duplicate charges, and other discrepancies.
• Prepare recurring backlog and aging updates that highlight total outstanding items, oldest balances, unresolved blockers, and items requiring escalation.
• Escalate materially aged, high-value, or repeatedly delayed items to the appropriate accounting leader.
• Provide vendors with accurate status updates while maintaining professional and responsive communication.
• Support document filing, scanning, invoice research, audit requests, and other accounts payable administrative activities as assigned.

Qualifications

• Minimum of a high school diploma or equivalent.
• 1-2 years of accounts payable, accounting, bookkeeping, or related administrative experience preferred.
• Experience with Microsoft Excel and accounting or ERP software required; Viewpoint software experience is a plus.

Capabilities

• Exceptional attention to detail and accuracy when reviewing payment status, dates, amounts, and supporting documentation.
• Strong follow-through and persistence in tracing unresolved items to completion.
• Ability to organize and prioritize a high volume of open items without losing visibility to aging or deadlines.
• Ability to analyze aging reports, vendor statements, and transaction records to identify discrepancies and payment blockers.
• Clear, professional written and verbal communication with vendors, project teams, and internal approvers.
• Sound judgment regarding when to continue follow-up and when to escalation an aging or material payment issue.
• Team-oriented approach with the ability to work independently and maintain accountability for assigned follow-up items.
• Able to work in a fast-paced environment and manage multiple assignments.
• Ability to work overtime on an as-needed basis.
• General work environment - sitting for long periods, standing, walking, typing, and bending.
• Occasional lifting of up to 30 lbs.
• Construction background highly preferred.

This job description is intended to describe the general nature and level of work performed by employees assigned to this position. It is not intended to be an exhaustive list of all duties, responsibilities, qualifications or working conditions associated with the position. Duties and responsibilities may be modified, added or removed at any time based on business needs, and employees may be required to perform additional duties as assigned.