Accounts Payable Administrator

Aston Carter•Thurmont, MD

11d•$53,000 - $58,000•Onsite

About The Position

The Workforce Administration Coordinator / AP Admin is responsible for managing accounts payable activities, supporting plant accounting processes, and providing comprehensive administrative support to a manufacturing plant. This role works closely with plant leadership, team members, candidates, corporate functions, and external vendors to ensure accurate invoice processing, effective purchasing workflows, and smooth HR and payroll administration. The position also supports recruiting, onboarding, and general human resources activities for the plant’s hourly workforce, contributing to a professional, efficient, and employee-focused work environment.

Requirements

2+ years of experience in an administrative role, preferably supporting accounting, HR, or payroll functions.
1+ years of accounts payable experience, including high-volume invoice processing (approximately 900 invoices per week across the team).
Demonstrated experience with invoice preparation, including PO matching, invoice coding, and data entry.
Experience with purchase order processing and working within an inventory control system.
High level of attention to detail with the ability to maintain accuracy in a fast-paced environment.
Proven experience handling confidential information with discretion and professionalism.
Strong interpersonal and communication skills, with the ability to work effectively with plant leadership, team members, candidates, vendors, and corporate partners.
Self-motivated and able to work effectively in a fast-paced, professional team environment.
Outstanding reliability, with strong planning, organizational, and time-management skills.
Results-driven mindset with the ability to adapt to changing priorities and business needs.
Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
Ability to travel to other plants and locations as needed.

Nice To Haves

Bachelor’s or Associate’s degree preferred in business, accounting, human resources, or a related field.
Experience supporting HR functions such as recruiting, onboarding, and HR administration in a plant or manufacturing environment.
Experience working with payroll systems and benefits administration processes.
Prior experience in a manufacturing or plant environment is beneficial.
Demonstrated ability to cross-train and provide backup support across administrative and AP functions.
Strong customer service orientation and a collaborative approach to working with cross-functional teams.
Comfort with learning new systems and processes to support continuous improvement in plant administration.
Interest in long-term career growth within a company that promotes from within and offers structured mentorship.

Responsibilities

Prepare invoices for processing by performing accurate Purchase Order (PO) matching, applying correct invoice coding, and completing timely data entry into the appropriate systems.
Complete PO processing, including entering and transmitting purchase orders and receiving open POs into the inventory control system to maintain accurate records of materials and services.
Research and resolve processing issues and discrepancies by working directly with vendors and internal stakeholders, ensuring timely resolution and maintaining positive working relationships.
Invoice rough and trim package billings on a weekly basis and tabulate rough and trim shipments on a monthly basis to support plant accounting and reporting requirements.
Create, track, and update production Maintenance Repair Orders (MROs) to support ongoing plant maintenance activities and ensure accurate documentation of work performed.
Schedule and facilitate new employee orientations, ensuring new hires receive a comprehensive introduction to the plant, policies, and procedures.
Process all necessary new hire and employee-related paperwork through payroll and benefits systems, ensuring accuracy, timeliness, and compliance with company policies and applicable regulations.
Maintain accurate, complete, and confidential employee records and files in accordance with company policies, as well as state and federal regulations.
Execute general office administrative tasks, including sending and distributing mail, ordering office supplies, and providing administrative support to other departments as needed.
Support general plant administration activities such as coordinating employee awards, organizing employee lunches and company picnics, and maintaining current and accurate information on employee bulletin boards.
Cross-train with other employees in the department to provide back-up support for key administrative and accounts payable functions, ensuring continuity of operations.
Handle data entry tasks with a high level of accuracy to support accounts payable, HR, payroll, and other administrative processes.
Support HR functions by assisting with recruiting activities, onboarding, and ongoing administrative support for the plant’s hourly workforce as needed.
Collaborate with plant leadership and corporate functions to support continuous improvement in administrative, accounting, and HR processes.
Maintain outstanding reliability and demonstrate strong planning, organizational, and time-management skills to meet deadlines and adapt to changing priorities.