Accounts Payable and Reception Specialist

Pipkin Construction•East Wenatchee, WA

7d•Onsite

About The Position

Pipkin Construction, an established North Central Washington excavation and underground utilities contractor, is actively recruiting a highly qualified Accounts Payable and Reception Specialist to support our office team. The position will be tasked with various administrative responsibilities in a fast-paced construction-office environment. The position is responsible for processing Accounts Payable for multiple entities. Reception responsibilities include answering phones and coordinating communication between field employees, project managers, and other Pipkin stakeholders. This position will also support special projects throughout the office.

Requirements

At least two (2) years of relevant experience processing Accounts Payable.
Experience with reception duties.
Ability to hear and speak sufficiently to answer the phone and communicate with employees and others.
Vision for indoor recognition and activities such as reading, writing, and computer tasks.
Manual dexterity for keyboarding.
Ability to sit for extended periods.
Mobility within the office, including stairs.
Legible handwriting.
Strong communication, customer service, and organizational skills.
Team-oriented attitude and willingness to help, wherever needed.
Strong attention to detail.
Ability to maintain accuracy and productivity despite multiple interruptions.
Ability to adapt and prioritize in response to changes in workflow, shifting deadlines, and emergent issues.
Ability to maintain complete confidentiality and avoid conflicts of interest with employees, vendors, and competitors.
Keyboarding accuracy with at least moderate speed, including 10-key.
Competent in Microsoft Office applications (Excel, Word, and Outlook).
Familiarity with computerized accounting software and double entry accounting.
Switchboard competence, including line identity retention for multiple simultaneous calls.
Ability to transmit callers’ names accurately, and to request that callers identify themselves for this purpose.
Ability to make eye contact and use other methods to convey the importance of the visitor.
Courteous handling of multiple demands including orderly and courteous queuing of callers.
Ability to screen and recognize priority, sensitive, and emergency calls.

Responsibilities

Process high-volume accounts payable cycle the 10th of each month for Pipkin Construction and its affiliates.
Code vendor invoices to related construction projects and general ledger accounts, and route to appropriate personnel for approval.
Reconcile approved invoices to vendor statements.
Record monthly transactions for multiple company credit card accounts.
Interface with employees, vendors, and subcontractors to research and resolve any discrepancies.
Prepare monthly account reconciliations and related schedules.
Data entry, including fuel reports, equipment work-orders, load logs, and other data, as assigned.
Maintain vendor W-9s records and process vendor 1099s at year-end.
Complete vendor credit applications as required.
Serve as the primary contact for answering company phones and greeting visitors.
Maintain a professional demeanor with callers and visitors alike, projecting a welcoming, attentive, and professional "Pipkin Image".
Ensure callers and visitors reach their destination promptly or receive confirmation of message delivery.
Follow special preferences for handling key callers and visitors, and respond to custom message delivery requests.
Open and route incoming mail to appropriate personnel.
Collect and prepare outgoing mail.
Perform filing, including accounts payable, equipment, maintenance records, and other records.
Assist with document compiling, photocopying, and envelope-stuffing, as assigned.
Manage office supplies inventory, including kitchen items.
Assist in maintaining a neat reception area and kitchen, including dishwasher duties.
Support construction operations as needed or assigned.
Assist with multiple small works roster applications.
Manage General Liability insurance certificates (both Pipkin and third party).
Order bid documents.
Generate and track Annual Service Agreements with subcontractors.
Initiate portable toilet rentals.
Act as a runner for local purchases, including bid documents.
Assist field employees with questions by phone, in person, or by text, as needed.
Assist in completing vendor credit applications.
Undertake other special projects as assigned, including coordinating social events, assisting with employee/vendor/customer recognition, and providing administrative support for in-house training and testing.
Maintain excellent attendance and timeliness.
Perform other duties as assigned.