Accounts Payable & Accounting Assistant (Broussard, LA) at Ambassador Supply LLC – Broussard, Louisiana

Monday-Friday 8am-5pm

Position Summary

The Accounts Payable & Accounting Assistant is responsible for vendor invoice processing, payment execution, and ownership of key balance sheet accounts. This role plays a critical part in month-end close by preparing accruals, managing prepaids, and completing balance sheet reconciliations. The position partners with the Controller to ensure accurate financial reporting and a timely close.

Key Responsibilities

Daily / Weekly Responsibilities

• Process vendor invoices accurately and timely, including proper GL coding
• Maintain vendor records, including W-9s and payment information
• Prepare and execute weekly payment runs (ACH/check)
• Manage employee expense reports and corporate card transactions
• Respond to vendor inquiries regarding payments and invoices
• Weekly expense actuals vs budget reporting
• Labor Job cost reconciliation, reporting and posting
• Enter approved project budgets and approved change order updates
• Perform administrative accounting tasks related to AP operations

Month-End Close Responsibilities

• Close the AP subledger and ensure it ties to the general ledger
• Prepare accrued expense journal entry support
• Manage prepaid expenses, including setup/tracking schedules
• Monthly expense reviews (reoccurring expenses)
• Track fixed asset additions and prepare depreciation support
• Complete balance sheet reconciliations for assigned accounts:
• Accounts Payable
• Accrued Expenses
• Prepaid Expenses
• Bank Transactions
• Sales and Use tax reconciliations, monthly filings, and handling discrepancies
• Provide complete and timely schedules to the Controller for review

Internal Controls & Compliance

• Ensure invoices are properly approved prior to payment
• Maintain clear audit trails and supporting documentation
• Follow company purchasing and expense policies
• Escalate unusual or non-routine transactions to the Controller
• Assist with audit requests related to AP and balance sheet accounts

Success Metrics

• Accuracy of AP Processing and reconciliations
• Timely completion of accruals and prepaids
• Reduction in Controller rework during close
• On-time completion of month-end close tasks
• Clean audit and review feedback

Qualifications

• 2–4 years of accounts payable or accounting operations experience
• Experience with accrual accounting concepts
• Strong reconciliation and analytical skills
• Proficiency in Excel and accounting systems
• Ability to manage deadlines in a fast-paced, transaction-heavy environment