Accounts Payable & Administrative Assistant

Description

SUMMARY:

The Accounts Payable & Administrative Assistant is a part-time position that supports both accounting and administrative functions to ensure smooth day-to-day operations. This position is Monday through Friday, working approximately five hours per day. This role processes vendor invoices, assists with purchase order follow-ups, and manages various office administrative tasks such as mail distribution, supply ordering, and facility requests. The position requires strong attention to detail, excellent organizational skills, and the ability to handle multiple responsibilities in a fast-paced environment while maintaining positive relationships with vendors and internal teams. Reports to the Vice President of Finance.

Essential Duties And Responsibilities

• Review, match, and enter vendor invoices for assigned accounts, ensuring accuracy and timely processing.
• Follow up on open purchase orders, pricing discrepancies, and unreceived items, working with purchasing and vendors to resolve issues.
• Reconcile vendor statements and promptly address any discrepancies.
• Build and maintain positive working relationships with vendors’ accounts receivable departments.
• Distribute incoming mail to employees across various branch locations.
• Manage supply orders for the corporate office (kitchen, cleaning, and office supplies) and occasional branch orders, ensuring proper general ledger coding before payment submission.
• Check and manage the fax inbox, forwarding documents to the appropriate contacts.
• Order business cards for employees as needed.
• Report facility maintenance and repair requests for the corporate office.
• Maintain confidentiality of sensitive company, vendor, and employee information at all times, in compliance with company policies and privacy standards.
• Provide support for other administrative projects and tasks as assigned.
  
  

Requirements

BASIC QUALIFICATIONS:

• High school diploma or GED.
• Minimum of one-year of related accounts payable or administrative experience, or equivalent combination of education and experience.
• Strong communication skills, both written and verbal, to interact effectively with vendors, customers, and internal teams.
• Basic math skills, including the ability to calculate figures, percentages, and interpret data.
• Valid, current driver’s license.
  
  

Preferred Qualifications

• Experience with accounting software or ERP systems.
• Previous experience in a combined administrative and accounting support role.
• Strong organizational skills with the ability to manage multiple tasks and prioritize effectively.
• Familiarity with general office equipment and administrative procedures.
  
  

Physical Requirements And Work Environment

• Regularly required to talk and hear.
• Frequently required to sit, use hands to handle or feel, and reach with hands and arms.
• Occasionally required to climb, balance, stoop, kneel, crouch, or crawl.
• Must regularly lift and/or move up to 10 pounds and occasionally up to 25 pounds.
• Specific vision abilities include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
• Typical office environment with moderate noise levels.
  
  

Consistent with the Americans with Disabilities Act (ADA) and the Pennsylvania Human Relations Act, it is the policy of J&L to provide reasonable accommodation when requested by a qualified applicant or employee with a disability, unless such accommodation would cause an undue hardship. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact the Human Resources Department at hr@jlbuilding.com or 610-981-6036.

This is not necessarily an all-inclusive list of job-related responsibilities, duties, skills, efforts, requirements or working conditions. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed as assigned.