AP/Payroll Assistant

Creative Financial Staffing; Houston (TX); On-site; USD 42,000 - 60,000; Full time

Job summary

Creative Financial Staffing, LLC in Houston, TX is seeking an AP/Payroll Assistant to support daily accounting operations within an industrial and project-based environment. You will process invoices, manage vendor data, assist payroll, and ensure timely payments while collaborating with purchasing, project management, and accounting teams.

The role requires a high school diploma and at least two years in accounts payable or payroll, familiarity with ERP systems, and NetSuite experience.

Qualifications

• Minimum 2 years in accounts payable and/or payroll.
• Experience in construction or industrial services preferred.
• Familiarity with ERP systems, NetSuite preferred.

Responsibilities

• Process vendor invoices with PO, job numbers, quantities, and pricing.
• Monitor invoice approvals via Quickbase and escalate overdue items.
• Enter non-PO invoices into NetSuite and organize files.
• Set up vendor records in NetSuite, collect W-9s, credit apps, update info.
• Review AP aging weekly to ensure timely payments with proper docs.
• Track outstanding checks and coordinate voids/reissues.
• Review vendor records and inactivate unused vendors within 12 months.
• Assist Payroll Manager with daily payroll tasks.
• Maintain ADP employee records during hires, rehires, terminations.

Skills

AP/Payroll experience

Construction industry knowledge

Education

High school diploma or equivalent

Tools

NetSuite

ERP systems

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.