AP Administrator

HVJ Associates®; Houston (TX); On-site; USD 42,000 - 56,000; Full time

Benefits offered by this job

401(k)

401(k) matching

Life, AD&D & Disability insurance

Paid Time Off

8 Paid Holidays

Employee Assistance Program

Referral Program

Professional development

Job summary

HVJ Associates, Inc. is seeking a dependable Accounts Payable Administrator to join our Accounting Department in Houston.

This role focuses on accurate invoice processing, vendor maintenance, payment administration, and robust recordkeeping using Deltek systems. The ideal candidate has 3+ years in accounts payable, strong organizational and communication skills, and experience with Deltek Vision or Vantagepoint.

Qualifications

• High school diploma or GED required.
• Minimum of 3 years of accounts payable, accounting clerk, or administrative accounting experience required.
• Experience working in an ERP or accounting software environment required.
• Proficiency with Microsoft Outlook, Excel, and Word required.
• Strong data entry and organizational skills required.
• Excellent attention to detail and accuracy required.
• Ability to manage multiple priorities and meet deadlines required.
• Strong verbal and written communication skills required.
• Experience using Deltek Vision or Deltek Vantagepoint preferred.
• Experience in engineering, construction, professional services, or project-based organizations preferred.
• Knowledge of purchase order processing and vendor management preferred.
• Understanding of basic accounting and accounts payable principles preferred.
• Experience processing ACH and electronic payments preferred

Responsibilities

• Process vendor invoices accurately and timely within the accounting system.
• Verify invoices are properly coded and approved in accordance with company policies.
• Match invoices to purchase orders, contracts, and supporting documentation when applicable.
• Enter and maintain vendor information, including W-9s, payment terms, and banking information.
• Assist with weekly check runs, ACH payments, and other electronic payment processing.
• Communicate with vendors regarding payment status, account inquiries, and statement reconciliations.
• Review vendor statements and research discrepancies.
• Maintain organized electronic and physical accounts payable records.
• Assist project managers and department managers with invoice-related questions.
• Support month-end closing activities by ensuring invoices are entered and processed timely.
• Monitor shared AP mailboxes and distribute invoices for approval.
• Generate reports and provide documentation for audits and management requests
• Maintain confidentiality of financial and company information.
• Perform other administrative and accounting support duties as assigned.

Skills

Data entry

Attention to detail

Organizational skills

Verbal and written communication

Microsoft Excel

Microsoft Word

Microsoft Outlook

Deltek Vision

Deltek Vantagepoint

Education

High school diploma or GED

Tools

Deltek Vision

Deltek Vantagepoint

ERP system

Job description

At HVJ you’ll find a company that supports your professional growth and personal happiness. A culture that embraces innovation and collaboration. And smart, respectful coworkers who set the bar high, motivating and inspiring each other. Our people are vested and invested in our success. We invite you to find out why people think HVJ is a great place to work and grow.

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Job Title

AP Administrator

Location

Houston, TX 77072 US (Primary)

Category

Finance/Accounting

Job Type

Full-time

Job Description

Results Statement:

HVJ Associates, Inc. is seeking a dependable and detail-oriented Accounts Payable Administrator to join our Accounting Department. This position is responsible for supporting the accounts payable function through accurate invoice processing, vendor maintenance, payment administration, and recordkeeping. The ideal candidate will have prior accounts payable experience, strong organizational skills, and working knowledge of Deltek accounting software.

This position plays a critical role in ensuring vendors are paid accurately and timely while maintaining compliance with company policies and approval procedures.

Ideal Candidate:

The ideal candidate enjoys working with numbers, is highly organized, follows established processes, and has experience navigating Deltek systems. This role is well suited for someone who takes pride in accuracy, customer service, and keeping financial operations running smoothly.

Ongoing Work:

• Process vendor invoices accurately and timely within the accounting system.
• Verify invoices are properly coded and approved in accordance with company policies.
• Match invoices to purchase orders, contracts, and supporting documentation when applicable.
• Enter and maintain vendor information, including W-9s, payment terms, and banking information.
• Assist with weekly check runs, ACH payments, and other electronic payment processing.
• Communicate with vendors regarding payment status, account inquiries, and statement reconciliations.
• Review vendor statements and research discrepancies.
• Maintain organized electronic and physical accounts payable records.
• Assist project managers and department managers with invoice-related questions.
• Support month-end closing activities by ensuring invoices are entered and processed timely.
• Monitor shared AP mailboxes and distribute invoices for approval.
• Generate reports and provide documentation for audits and management requests
• Maintain confidentiality of financial and company information.
• Perform other administrative and accounting support duties as assigned.

Key Criteria/Requirements:

• High school diploma or GED required.
• Minimum of 3 years of accounts payable, accounting clerk, or administrative accounting experience required.
• Experience working in an ERP or accounting software environment required.
• Proficiency with Microsoft Outlook, Excel, and Word required.
• Strong data entry and organizational skills required.
• Excellent attention to detail and accuracy required.
• Ability to manage multiple priorities and meet deadlines required.
• Strong verbal and written communication skills required.
• Experience using Deltek Vision or Deltek Vantagepoint preferred.
• Experience in engineering, construction, professional services, or project-based organizations preferred.
• Knowledge of purchase order processing and vendor management preferred.
• Understanding of basic accounting and accounts payable principles preferred.
• Experience processing ACH and electronic payments preferred
• Ambition
• Responsible
• Integrity
• Organized/Planner
• Team Player
• Trustworthy
• 401(k)
• 401(k) matching
• Employer Paid Life, AD&D, & Disability insurance
• Paid Time Off
• 8 Paid Holidays
• Employee Assistance Program
• Referral Program
• Professional development & growth opportunities