AP/Purchasing Assistant

Arrow Construction; Sacramento (CA); On-site; USD 65,000 - 75,000; Full time

Benefits offered by this job

Health benefits

401k plan

Safety incentive program

Job summary

Arrow Construction is seeking an experienced Accounts Payable professional to manage vendor invoicing, 3-way matching, and cost coding for multiple projects. The role requires collaboration with project managers, accounting, and field operations to ensure timely payments and accurate financial records.

You will utilize Vista/HCSS-based ERP tools, maintain documentation, and support month-end close and audits. The ideal candidate has 3+ years in AP within construction and strong Excel skills.

Qualifications

• Minimum 3 years of accounts payable experience, preferably in construction.
• Strong knowledge of Viewpoint Vista, HCSS, or similar construction ERP systems.
• Proficiency in Microsoft Excel and cost-tracking tools.

Responsibilities

• Process vendor invoices daily with proper approvals and documentation.
• Perform 3-way matching of PO, invoice, and receiving docs.
• Maintain job cost coding and GL coding accuracy.
• Route invoices for approval per policy and document imaging.
• Assist with month-end close and accruals for unbilled invoices.
• Support audits and maintain internal controls in AP.

Skills

Accounts payable

Construction ERP systems

Excel

Tools

Vista (Viewpoint)

HCSS

HeavyJob/HeavyBid

Job description

Key Responsibilities:

Accounts Payable:

• Process vendor invoices daily, ensuring proper approval and supporting documentation.
• Perform 3-way matching between purchase orders, invoices, and receiving documentation.
• Verify proper job cost coding and general ledger coding.
• Enter and route invoices for approval according to company authorization policies.
• Maintain electronic document management filing for invoices and supporting documentation.
• Communicate with vendors regarding payment status and resolve invoice issues.
• Ensure compliance with payment terms and maximize early payment discounts where appropriate.
• Assist with month-end closing including accruals for received but unbilled invoices.
• Support audit requests and provide documentation as needed.
• Maintain internal controls related to accounts payable processing.
• Assist in process improvement initiatives within the accounting and purchasing functions.

Procurement & Cost Management:

• Issue and review purchase requests and issue purchase orders (POs) in compliance with approved budgets and company policies.
• Obtain purchase orders from Purchasing Manager for short-term rentals and incidental material purchases and enter into accounting system and document imaging system daily.
• Track committed costs and verify alignment between purchase orders, invoices, and job cost codes.
• Reconcile all purchase orders in accounting system with invoices
• Support weekly cost and variance reporting by ensuring accurate purchasing data flows into the job cost system (Vista/HCSS).

Systems and Reporting:

• Utilize Vista, HCSS, and Heavyjob/Heavybid (as applicable) to manage purchase orders and cost tracking.

Qualifications:

• Experience: Minimum 3 years of accounts payable experience (preferably in construction).
• Technical Skills: Strong working knowledge of Viewpoint Vista, HCSS, or similar construction ERP systems. Proficiency in Microsoft Excel and cost-tracking tools.

Measurements of Performance:

• Accuracy and timeliness of invoice processing and coding.
• Ability to meet weekly and monthly deadlines.
• Excellent communication and analytical skills.
• Ability to multitask, prioritize effectively, and manage workload.
• Cooperation with accounting, purchasing, and operations teams.
• Ability to identify process improvements.
• Feedback from management and team members.
• Compliance with company policies and procedures.

Reports To:

Purchasing Specialist/Purchasing Manager.

Works Closely With:

Project Managers, Accounting, Equipment, and Field Operations teams

Great Pay & Benefits (Health, Pension / 401k & Safety Incentive).