Position Summary:
The Accounts Payable (AP) Clerk & Administrative Assistant is responsible for processing and maintaining accurate accounts payable records while supporting the daily administrative needs of the office. This hybrid role ensures financial transactions are handled efficiently and provides essential support to management, staff, and external partners to keep operations running smoothly.
Key Responsibilities:
Accounts Payable Duties
• Set up new Vendors in QB Desktop including bank account verification and W9 collection.
• Process vendor invoices, ensuring accuracy, proper coding, and compliance with company policies.
• Match purchase orders, receipts, and invoices; resolve discrepancies promptly.
• Reconcile vendor statements and respond to inquiries in a timely, professional manner.
• Maintain organized and up-to-date AP files and documentation for audit purposes. • Assist with month-end closing, accruals, and reporting as needed. • Analyze fuel and lodging bills for accuracy and erroneous charges • Support the accounting team with expense reports, and other related tasks. • Run month end fuel reports for IFTA and report results to HSE manager
Issued 11/05/2025 V1
Administrative Support
• Serve as the first point of contact for visitors, phone calls, and general inquiries. • Prepare correspondence, reports, and other documents as requested. • Assist with filing, data entry, and document management across departments.
• Support HSE Manager with creation and Accident and Incident files both electronic and hard copy.
• Assist in the updating of SOP across the company and create and maintain a master control document register.
• Additional administrations functions as required.
Qualifications:
• High school diploma or equivalent required; associate degree or coursework in accounting or business preferred.
• 2+ years of experience in accounts payable or a similar accounting role. • Experience providing administrative or office support in a professional environment.
• Proficient in Microsoft Office Suite (Excel, Word, Outlook) required; experience with accounting software (e.g., QuickBooks) preferred.
• Strong attention to detail, organizational skills, and ability to multitask effectively. • Excellent communication and interpersonal skills.
• Ability to maintain confidentiality and handle sensitive information appropriately. Work Environment:
• Office-based position Monday – Friday 08:00 – 17:00
• Regular interaction with internal staff, management, and external vendors.
Benefits:
• Benefits such as Health Insurance, paid time off options in completion of probation • Opportunities for professional development and career growth.
