Accounts Payable Assistant (Construction)

Atlas Supreme Service Inc.•New York, NY

21d•$60,000 - $80,000•Onsite

About The Position

Atlas Supreme is a dynamic full-service general contractor, construction manager, and owner's representative delivering projects of varying scale and complexity — from fast-paced commercial fit-outs to ground-up condominiums and sustainable retrofits for affordable housing. As a growing firm with a robust portfolio, we offer an ideal environment for professional growth and hands-on learning. The AP Assistant is the primary point of contact for Atlas Supreme's subcontractors and vendors throughout the accounts payable process. This is an in-office, communication-focused role where you'll spend much of your day speaking with subcontractors and vendors by phone and email, guiding them through the invoice submission process, collecting required documentation, and ensuring payment requests are complete before they reach the Finance team. While the AP Assistant does not process or approve payments, they play a key role in preventing delays through organization, attention to detail, and proactive communication.

Requirements

2+ years of experience in an administrative, customer service, vendor coordination, or accounts payable support role.
Experience with Quickbooks and Google Workspace
Ability to maintain confidentiality when handling financial and vendor information.
Professional, positive, and customer-focused attitude.
Excellent written and verbal communication skills.
Strong organizational skills with exceptional attention to detail.
Ability to manage multiple tasks while meeting deadlines.
Comfortable learning new software systems.

Nice To Haves

Experience in construction, accounting, or finance.
Experience with Procore or similar construction management software.
Experience working with vendors and/or subcontractors.

Responsibilities

Send prequalification forms to subcontractors
Set up new vendors and subcontractors in Quickbooks and Procore.
Collect and maintain required onboarding documentation, including W-9s, ACH information, and other compliance documents.
Prepare documentation with AP/AR Specialist to set up new credit lines with vendors
Maintain accurate and organized vendor records.
Serve as a professional and responsive point of contact by phone and email, ensuring subcontractors and vendors receive clear, timely communication regarding invoice submissions and payment inquiries.
Manage the AP inbox and respond to incoming requests in a timely and professional manner.
Share and guide vendors through Atlas Supreme's invoice submission process.
Communicate payment timelines and status updates based on information provided by the Finance team.
Build positive, professional relationships with subcontractors and vendors.
Review incoming invoices and payment requests for completeness.
Confirm all required supporting documentation has been provided, including purchase orders, approved change orders, lien waivers, certified payroll (when applicable), and current insurance certificates.
Identify missing or incorrect documentation and work directly with subcontractors to resolve issues before submission.
Collaborate with the PM and the Site Supervisor team to ensure timely approvals.
Prepare complete payment request packages for the AP/AR Specialist and Principal.
Maintain organized electronic records and documentation.
Track outstanding vendor documentation and follow up as needed.
Assist in maintaining accurate data within Quickbooks, Procore and other internal systems.
Support continuous improvement of finance and vendor management processes.