Office Assistant with US Coatings (USC)

ASRC Industrial • Satsuma, AL

15h

About The Position

US Coatings is seeking an Office Assistant/Accounts Payable Clerk to provide administrative and clerical support to the business office, with a primary focus on Accounts Payable. The position assists with invoice processing, purchase order documentation, vendor records, and other day-to-day accounting and administrative functions to help ensure company expenses are processed accurately and on time.

The role also provides general clerical and administrative support to the accounting and administrative teams. The employee is expected to maintain confidentiality of financial, employee, vendor, and company information and perform other related administrative and accounting support duties as assigned.

Requirements

• High school diploma or equivalent required.
• Basic understanding of Accounts Payable processes, including invoices, purchase orders, receipts, and vendor documentation.
• Proficiency with Microsoft Office applications, particularly Excel, Outlook, and Word.
• Ability to review and compare invoices, purchase orders, and supporting documentation to identify discrepancies.
• Strong data-entry skills with accuracy and attention to detail.
• Strong organizational and recordkeeping skills.
• Ability to prioritize multiple tasks and manage deadlines in a fast-paced office environment.
• Effective written and verbal communication skills.
• Ability to communicate professionally with vendors and employees at all levels of the organization.
• Strong problem-solving skills and willingness to research discrepancies.
• Ability to work independently and collaborate effectively with accounting, purchasing, operations, and project personnel.
• Ability to handle confidential and sensitive business information appropriately.
• Dependable, professional, and detail-oriented, with a commitment to maintaining accurate records.

Nice To Haves

• Additional education or coursework in accounting, bookkeeping, or business administration.
• Previous clerical, administrative, Accounts Payable, bookkeeping, or accounting support experience.
• Experience working with accounting or ERP software.

Responsibilities

• Receive, review, and organize vendor invoices and supporting documentation for Accounts Payable processing.
• Accurately enter invoices and other Accounts Payable information into the company’s accounting/ERP system.
• Match vendor invoices to purchase orders, receipts, and other supporting documentation.
• Review invoices for approvals, coding, quantities, pricing, and supporting documentation before processing.
• Identify invoice discrepancies and work with purchasing, project personnel, vendors, and other departments to obtain information or resolve issues.
• Maintain organized electronic and/or physical Accounts Payable records, including invoices, purchase orders, receipts, and vendor correspondence.
• Assist with monitoring outstanding invoices and ensuring documentation is submitted for processing in a timely manner.
• Respond to routine vendor inquiries about invoices, documentation, and payment status.
• Assist with vendor account reconciliation and research when requested.
• Maintain accurate vendor information and assist with collecting required vendor documentation.
• Assist with data entry, document scanning, copying, filing, and general recordkeeping.
• Prepare spreadsheets, reports, and other administrative documents as needed.
• Communicate professionally with vendors, employees, project teams, and management.
• Provide general clerical and administrative support to the accounting and administrative teams.
• Maintain confidentiality of financial, employee, vendor, and company information.
• Perform other related administrative and accounting support duties as assigned.

Benefits

• Medical insurance
• Dental insurance
• Vision insurance
• 401(k) with 100% match up to 4% of eligible compensation and 100% immediate vesting
• Basic and supplemental life insurance
• Short-term disability
• Long-term disability
• Other benefits

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED