Office Clerk

Quanta Services • Geismar, LA

1d • Onsite

About The Position

The Office Clerk supports accurate and timely accounts payable processing, invoice administration, payroll support, and general office coordination in a fast-paced utility construction environment. Based in the Geismar, Louisiana office, the position reviews and processes invoices, verifies purchase order and job cost information, maintains financial records, and supports employee timekeeping and payroll activities. The role primarily focuses on accounts payable and invoice processing, with additional responsibility for payroll support and general office administration. The Office Clerk works closely with field operations, Accounting, Payroll, Human Resources, and vendors to resolve discrepancies, maintain confidentiality, and meet recurring deadlines.

This is an office-based position. It involves extended periods sitting at a computer, occasional coordination with field personnel or visits to nearby project locations, and lifting and carrying items weighing up to 20 pounds. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential functions.

Requirements

• High school diploma or equivalent required.
• At least 1–2 years of experience in office administration, accounts payable, invoice processing, payroll support, bookkeeping, or related clerical work preferred.
• Working knowledge of invoices, purchase orders, account coding, timekeeping, and basic reconciliation practices.
• Proficiency in Microsoft Office, particularly Excel and Outlook.
• Strong attention to detail and organization, with the ability to meet recurring deadlines.
• Ability to communicate professionally with vendors, field personnel, and internal departments.
• Ability to maintain confidentiality and work accurately in a high-volume environment.

Nice To Haves

• Associate degree or coursework in Accounting, Finance, Business, or a related field.
• Experience in construction, utilities, or project-based accounting and job cost coding.
• Experience with ERP/accounting systems such as JD Edwards or comparable platforms.
• Experience with employee timekeeping, payroll data entry, payroll verification, and resolving pay-related discrepancies.
• Experience with invoice matching, vendor reconciliations, and process improvement.

Responsibilities

• Receive, review, code, and process vendor invoices accurately and within established deadlines.
• Verify invoice details against purchase orders, receipts, delivery tickets, and supporting documentation.
• Assign and verify appropriate project, cost, and general ledger codes in coordination with Accounting and Operations.
• Identify and resolve discrepancies involving invoice amounts, pricing, quantities, approvals, and duplicate charges.
• Coordinate with vendors, project personnel, and corporate Accounting to obtain missing information and resolve payment inquiries.
• Maintain organized electronic and physical accounts payable records, invoices, approvals, and related correspondence.
• Track outstanding invoices, approval status, and payment-related issues, and follow up to support timely processing.
• Assist with accounts payable reconciliations, reporting, month-end close, and audit documentation as requested.
• Follow established approval workflows, purchasing procedures, internal controls, and company policies.
• Collect, review, enter, and submit employee timecards and payroll information; serve as payroll backup, including reviewing timesheets in Warthog and pulling reports to ensure payroll accuracy.
• Verify regular hours, overtime, leave, job codes, and payroll adjustments; investigate discrepancies with supervisors and the Payroll team.
• Maintain confidentiality of employee payroll information and sensitive financial records.
• Coordinate with field operations, HR, Payroll, and Accounting to ensure accurate and timely information exchange.
• Use company ERP, invoice processing, and timekeeping systems to maintain accurate records and transaction histories.
• Prepare routine accounts payable and payroll reports, monitor deadlines, and escalate outstanding items for resolution.
• Support improvements to invoice processing, documentation, and administrative workflows.
• Provide general office clerical support, including filing, data entry, document management, correspondence, and other assigned accounting or payroll tasks.

Benefits

• Multiple BCBS medical plan options, with in-network preventive care covered at no cost and access to virtual care.
• Prescription drug coverage with medical plans, plus healthcare cost-management tools and advocacy support.
• Dental plans with preventive care coverage and orthodontia options, plus vision coverage with annual exams and frame allowances.
• Health Savings Account and Flexible Spending Account options, including Healthcare FSA, Limited Purpose FSA, and Dependent Care FSA.
• 401(k) retirement plan with immediate eligibility and vesting, and company match of up to 4.5%.
• Company-paid basic life and AD&D coverage, optional supplemental life insurance, and short- and long-term disability coverage.
• Employee Assistance Program providing confidential mental health, financial, family, and wellbeing support at no cost to employees and their households.
• Optional accident, hospital indemnity, critical illness, identity theft protection, pet insurance, home/auto insurance, and long-term care coverage.
• Access to exclusive employee discounts and participation in Quanta Cares, a disaster relief fund supporting employees and families.

What This Job Offers

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