Accounts Payable / Purchasing AIA Billing & Notary Coordinator
Sunstall Inc.
An application made for this job — a tailored resume and cover letter that speak straight to the posting.
Benefits offered by this job
Job summary
Triangle Contractors in Morganton, NC is seeking a skilled Accounts Payable/Purchasing AIA Billing & Notary Coordinator to join our team. You will manage accounts payable, purchase orders, construction billing, and notarial services, supporting daily accounting and administrative operations.
Responsibilities include processing invoices, PO tracking, AIA applications, and coordinating with project managers, owners, and vendors.
Qualifications
- High school diploma or equivalent.
- Experience in accounts payable, purchasing, construction accounting, or related administrative work.
- Experience with AIA billing and G702/G703 forms strongly preferred.
- Experience processing purchase orders and vendor invoices.
- Active Notary Public commission required.
- Proficiency with Microsoft Office, particularly Excel.
- Experience with accounting, ERP, or construction management software preferred.
- Strong attention to detail and accuracy.
- Excellent organizational and time-management skills.
- Ability to manage multiple priorities and meet deadlines.
- Strong written and verbal communication skills.
- Ability to maintain confidential financial and legal information.
Responsibilities
- Match invoices to purchase orders and receiving docs.
- Reconcile vendor statements and research discrepancies.
- Prepare and process checks.
- Maintain accurate vendor records and AP files.
- Monitor invoice due dates and assist with timely payments.
- Respond to vendor and subcontractor questions regarding invoices and payments.
- Assist with month-end and year-end accounting procedures.
- Prepare, issue, and maintain purchase orders for materials, equipment, and services.
- Verify PO against contracts, quotes, invoices, and project requirements.
- Track POs from issuance through completion and payment.
- Coordinate with project managers, vendors, subcontractors, and accounting staff.
- Maintain organized project billing files and assist with monthly billing closeout.
- Prepare and process monthly AIA payment applications.
- Prepare and maintain G702/G703 forms and supporting docs.
- Review contracts, change orders, invoices, retainage, and project billing requirements.
- Collect and maintain lien waivers, invoices, and approvals.
- Follow up on missing or incomplete project documentation.
- Notarial services and related document execution as needed.
Skills
Education
Tools
Job description
Foundedin1977,TriangleContractorsisagrowingfull-servicemechanicalcontractorfocusedondeliveringturnkeyHVACandmechanicalservicestoastrongbaseofcommercial,andresidentialcustomers.TriangleislocatedinMorganton,NorthCarolinaandservicesawiderangeofcustomersthroughoutCentralandWesternNorthCarolina.
WearesearchingforaskilledanddedicatedAccountsPayable/PurchasingAIABilling&NotaryCoordinatortojoinourteam
TheAccountsPayable/PurchasingAIABilling&NotaryCoordinatorisresponsibleformanagingaccountspayable,purchaseorders,constructionbilling,andnotarialservices.Thispositionsupportsdailyaccountingandadministrativeoperationswhileensuringinvoices,purchaseorders,AIAbillingdocuments,andprojectrecordsareaccurate,complete,andprocessedpromptly.
- Matchinvoicestopurchaseordersandreceivingdocumentation
- Reconcilevendorstatementsandresearchandresolvediscrepancies
- Prepareandprocesschecks
- MaintainaccuratevendorrecordsandAPfiles
- Monitorinvoiceduedatesandassistwithtimelypaymentprocessing
- Respondtovendorandsubcontractorquestionsregardinginvoicesandpayments
- Assistwithmonth-endandyear-endaccountingprocedures
- Prepare,issue,andmaintainpurchaseordersformaterials,equipment,andservices
- Verifypurchaseordersagainstcontracts,quotes,invoices,andprojectrequirements
- TrackpurchaseOrdersfromissuancethroughcompletionandpayment
- Coordinatewithprojectmanagers,vendors,subcontractors,andaccountingstaffregardingpurchaseorders
- Maintainaccuratepurchaseorderrecordsanddocumentation
- Assistwithresolvingpricing,quantity,andbillingdiscrepancies
- PrepareandprocessmonthlyAIApaymentapplications
- PrepareandmaintainAIAG702/G703formsandsupportingdocumentation
- Reviewcontracts,changeorders,invoices,retainage,andprojectbillingrequirements
- Coordinatebillinginformationwithprojectmanagers,owners,vendors,andsubcontractors
- Trackprojectbillings,payments,retainage,andoutstandingbalances
- Reviewbillingpackagesforaccuracyandcompletenesspriortosubmission
- Collectandmaintainlienwaivers,invoices,approvals,andOtherrequiredbillingdocumentation
- FollowuponmissingOrincompleteprojectdocumentation
- Maintainorganizedprojectbillingfilesandassistwithmonthlybillingcloseout
- Performnotarialactsinaccordancewithapplicablestatelawsandregulations
- Verifyidentificationandproperlyexecutenotarizeddocuments
- Maintainrequirednotaryrecordsandjournals
- Notarizecontracts,affidavits,lien-relateddocuments,andotherbusinessdocumentsasneeded
- Ensurenotarialcertificatesarecompletedaccuratelyandappropriately.
- Maintainconfidentialitywhenhandlingsensitivelegal,financial,andbusinessdocuments.
- Highschooldiplomaorequivalent(required)
- Accounting,business,orfinanceeducation(preferred)
- 2+yearsofexperienceinaccountspayable,purchasing,constructionaccounting,orrelatedadministrativework
- ExperiencewithAIAbillingandG702/G703stronglypreferred
- Experienceprocessingpurchaseordersandvendorinvoices
- ActiveNotaryPubliccommission(required)
- ProficiencywithMicrosoftOffice,particularlyExcel
- Experiencewithaccounting,ERP,orconstructionmanagementsoftwarepreferred
- Strongattentiontodetailandaccuracy
- Excellentorganizationalandtime-managementskills
- Abilitytomanagemultipleprioritiesandmeetdeadlines
- Strongwrittenandverbalcommunicationskills
- Abilitytomaintainconfidentialfinancialandlegalinformation
- Accountspayableandinvoiceprocessing
- Purchaseordersandprocurement
- AIAG702/G703paymentapplications
- Constructioncontractsandchangeorders
- Retainageandprojectbilling
- Vendorandsubcontractormanagement
- Lienwaiversandcompliancedocumentation
- Accountreconciliations
- MicrosoftExcelandaccounting/ERPsoftware
- Notaryservicesanddocumentexecution
Theidealcandidateishighlyorganized,detail-oriented,anddependable,withstrongexperienceinconstructionaccountingandadministrativesupport.ThisindividualshouldbecomfortablemanagingAPtransactionsandpurchaseorders,preparingAIAbillingpackages,communicatingwithvendorsandsubcontractors,andperformingnotarialserviceswhilemaintainingaccuracyandconfidentiality.
Competitivecompensationcommensuratewithexperiencelevel.
- 401(k)
- 401(k)matching
- Dentalinsurance
- Disabilityinsurance
- Healthinsurance
- Paidtimeoff
- Visioninsurance
- Companypaidbasiclifeandlong-termdisabilityinsurance
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