Office Administrator Part-Time

AppleOne Employment Services; Irvine (CA); On-site; USD 33,000 - 37,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

401(k) with company match

Paid vacation and sick leave

Company holidays

Job summary

AppleOne Employment Services is seeking a detail-oriented Office Administrator / Accounts Payable Specialist for a temp-to-hire role in Irvine, CA. You will support the accounting team with vendor invoices, lien releases, and project-related accounting, collaborating with project management and operations.

This office-based position requires at least 2 years of accounting or AP experience, strong Excel skills, and proven accuracy in data entry.

Qualifications

• Minimum 2 years of experience in accounting, AP, or related role.
• Experience processing invoices and maintaining accurate financial records.
• Proficiency with Microsoft Excel and general accounting processes.
• Strong communication and ability to handle confidential information.

Responsibilities

• Review, code, and process vendor invoices and related documents.
• Match invoices to POs, contracts, job numbers, and cost codes.
• Assist with lien releases, insurance certificates, W-9s, and compliance documents.
• Prepare weekly check runs, vendor payments, AP aging, and month-end close activities.
• Respond to vendor inquiries and provide documentation for audits.
• Collaborate to improve AP workflow with accounting, PM, and operations.

Skills

Accounts payable

Invoice processing

Excel

Attention to detail

Communication

Prioritization

Tools

Sage 300 Construction & Real Estate

Procore

Timberline

Job description

Job Summary

We are seeking a detail-oriented Office Administrator / Accounts Payable Specialist for a temp-to-hire opportunity in Irvine, CA. This office-based role supports the accounting department for a construction organization, with a focus on invoices, lien releases, compliance documents, vendor records, and project-related accounting support. This is a great opportunity for an administrative or accounting professional who enjoys organized processes, accurate data entry, and working closely with accounting, project management, and operations teams. The work environment offers supportive leadership, a collaborative team culture, and the opportunity to build long-term stability within a growing construction-focused business.

Key Responsibilities

• Review, code, and process vendor invoices, subcontractor pay applications, and related accounting documents.
• Match invoices to purchase orders, contracts, job numbers, cost codes, and project documentation for accuracy.
• Assist with lien releases, insurance certificates, W-9 records, compliance documents, and payment support.
• Prepare and support weekly check runs, vendor payments, AP aging reports, and month-end close activity.
• Respond to vendor inquiries professionally and provide documentation for audits or internal review.
• Collaborate with accounting, project management, and operations teams to improve accounts payable workflow.

Compensation and Benefits

• Compensation: $24 to $27 per hour.
• Job type: Temp-to-hire.
• Location: Irvine, CA.
• Work arrangement: Office-based.
• Benefits listed include health, dental, and vision insurance, 401(k) with company match, paid vacation and sick leave, company holidays, and a supportive team environment with growth opportunities.

Required Qualifications and Skills

• Assist the accounting department with invoice processing, lien releases, and compliance documentation.
• Support accounts payable workflow, vendor records, payment processing, and project accounting documentation.
• Review and organize construction-related accounting documents for accuracy and completeness.
• Communicate with internal teams and vendors to resolve invoice, payment, and documentation questions.

Minimum 2 years of experience in an accounting, accounts payable, administrative accounting, or related role.

Experience processing invoices, reviewing documentation, and maintaining accurate financial records.

Proficiency with Microsoft Excel, Outlook, and general accounting processes.

Strong attention to detail, accuracy, organization, and follow-through.

Ability to manage deadlines, prioritize multiple tasks, and work in a fast-paced office environment.

Professional communication skills and the ability to handle confidential information appropriately.

Preferred Qualifications

• Construction industry accounting experience.
• Experience with Sage 300 Construction & Real Estate, Procore, Timberline, or similar accounting/project systems.
• Familiarity with lien waivers, insurance compliance, subcontractor billing, and vendor documentation.
• Knowledge of job cost accounting, cost coding, AIA billing, progress payments, retention, or California construction lien processes.

Equal Opportunity Employer / Disabled / Protected Veterans

The Know Your Rights poster is available here: https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12.pdf

The pay transparency policy is available here: https://www.dol.gov/sites/dolgov/files/ofccp/pdf/pay-transp_%20English_formattedESQA508c.pdf

For temporary assignments lasting 13 weeks or longer, AppleOne is pleased to offer major medical, dental, vision, 401k and any statutory sick pay where required.

We are committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation for any part of the employment process, please contact your staffing representative who will reach out to our HR team.

AppleOne participates in the E-Verify program in certain locations as required by law. Learn more about the E-Verify program. https://e-verify.uscis.gov/web/media/resourcesContents/E-Verify_Participation_Poster_ES.pdf

We also consider for employment qualified applicants regardless of criminal histories, consistent with legal requirements, including, if applicable, the City of Los Angeles' Fair Chance Initiative for Hiring Ordinance. Pursuant to applicable state and municipal Fair Chance Laws and Ordinances, we will consider for employment-qualified applicants with arrest and conviction records, including, if applicable, the San Francisco Fair Chance Ordinance. For Los Angeles, CA applicants: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.