AP Administrator

HVJ Associates•Houston, TX

About The Position

HVJ Associates, Inc. is seeking a dependable and detail-oriented Accounts Payable Administrator to support its Accounting Department. The position supports accounts payable through accurate invoice processing, vendor maintenance, payment administration, and recordkeeping. The ideal candidate has prior accounts payable experience, strong organizational skills, and working knowledge of Deltek accounting software. The role helps ensure vendors are paid accurately and on time while maintaining compliance with company policies and approval procedures. The position is suited to someone who enjoys working with numbers, follows established processes, and takes pride in accuracy, customer service, and keeping financial operations running smoothly.

Requirements

High school diploma or GED required.
Minimum of 3 years of accounts payable, accounting clerk, or administrative accounting experience required.
Experience working in an ERP or accounting software environment required.
Proficiency with Microsoft Outlook, Excel, and Word required.
Strong data entry and organizational skills required.
Excellent attention to detail and accuracy required.
Ability to manage multiple priorities and meet deadlines required.
Strong verbal and written communication skills required.

Nice To Haves

Experience using Deltek Vision or Deltek Vantagepoint.
Experience in engineering, construction, professional services, or project-based organizations.
Knowledge of purchase order processing and vendor management.
Understanding of basic accounting and accounts payable principles.
Experience processing ACH and electronic payments.

Responsibilities

Process vendor invoices accurately and timely within the accounting system.
Verify invoices are properly coded and approved in accordance with company policies.
Match invoices to purchase orders, contracts, and supporting documentation when applicable.
Enter and maintain vendor information, including W-9s, payment terms, and banking information.
Assist with weekly check runs, ACH payments, and other electronic payment processing.
Communicate with vendors regarding payment status, account inquiries, and statement reconciliations.
Review vendor statements and research discrepancies.
Maintain organized electronic and physical accounts payable records.
Assist project managers and department managers with invoice-related questions.
Support month-end closing activities by ensuring invoices are entered and processed timely.
Monitor shared AP mailboxes and distribute invoices for approval.
Generate reports and provide documentation for audits and management requests.
Maintain confidentiality of financial and company information.
Perform other administrative and accounting support duties as assigned.