AP/Payroll Assistant

CFS; Houston (TX); On-site; USD 28,000 - 36,000; Full time

Job summary

CFS is seeking an AP/Payroll Assistant to join our Houston-area operation. The role combines accounts payable duties with payroll administration to support project-based operations in an industrial setting.

You will process invoices, manage vendor records, and assist with payroll tasks, collaborating with purchasing, project management, and accounting teams to ensure timely payments and accurate records.

Qualifications

• Minimum 2 years' experience in accounts payable and/or payroll.
• Experience with ERP systems preferred; NetSuite is a plus.
• High school diploma or equivalent required.

Responsibilities

• Process vendor invoices, verify POs, job numbers, quantities and pricing with purchasing and project management teams.
• Monitor invoice approvals in Quickbase and escalate overdue items to management.
• Enter non-PO invoices into NetSuite and maintain organized invoice files and payment documentation.
• Set up and maintain vendor accounts in NetSuite, including collecting W-9 forms and updating vendor information.
• Review AP aging reports weekly to ensure invoices are paid within terms with proper documentation.
• Monitor outstanding checks and coordinate voids and reissues as needed.
• Review vendor records and inactivate unused vendors after 12 months.
• Assist the Payroll Manager with day-to-day payroll administration.
• Maintain employee records in ADP by processing hires, rehires, and terminations.

Skills

Accounts payable

Payroll processing

Vendor management

Attention to detail

Education

High school diploma

Tools

NetSuite

Quickbase

ADP

Job description

Why Consider This AP/Payroll Assistant Role?

• Join an established industrial and project-based organization where accounting plays a key role in supporting daily operations.
• Enjoy a diverse position combining accounts payable responsibilities with payroll administration.
• Collaborate with purchasing, project management, and accounting teams to ensure accurate financial records and timely payments.
• Take ownership of invoice processing, vendor maintenance, and payment tracking while supporting employee data administration.

Key Responsibilities Of The AP/Payroll Assistant

• Process vendor invoices accurately, verifying purchase orders, job numbers, quantities, and pricing in collaboration with purchasing and project management teams.
• Monitor invoice approvals through Quickbase, follow up on outstanding approvals, and escalation overdue items to management as needed.
• Enter non-purchase order invoices into NetSuite and maintain organized invoice files and payment documentation.
• Set up and maintain vendor accounts in NetSuite, including collecting W-9 forms, completing credit applications, and updating vendor information.
• Review accounts payable aging reports weekly to ensure invoices are processed and paid within established terms, with appropriate supporting documentation.
• Monitor outstanding checks, contact vendors regarding aged items, and coordinate voids and reissues as needed.
• Review vendor records periodically and inactivate vendors that have not been used within the past 12 months.
• Assist the Payroll Manager with day-to-day payroll administration and related projects.
• Maintain accurate employee records in ADP by processing new hires, rehires, and terminations and ensuring required employee information is collected and updated.

Qualifications Of The AP/Payroll Assistant

• High school diploma or equivalent required.
• Minimum of 2 years of accounts payable and/or payroll experience.
• Experience in construction, industrial services, or project-based billing preferred.
• Experience with ERP systems required; NetSuite preferred.