Account Payables / Staff Assistant in Naples, Florida at Carter Fence Company Inc

Job Description: Accounts Payable & Office Assistant

Company: Carter Fence Co. Inc.
Job Type: Full-Time
Department: Accounting / Administration
Reports To: Accounting Payable Manager / Office Manager

Position Summary

Carter Fence Co. Inc. is seeking a detail-oriented and organized Accounts Payable & Office Assistant to support the accounting department and daily office operations. This position is responsible for processing vendor invoices, maintaining accurate financial records, organizing documentation, and providing general administrative support to ensure efficient office operations.

The ideal candidate is dependable, professional, organized, and able to manage multiple priorities while maintaining accuracy and confidentiality.

Essential Duties and Responsibilities

Accounts Payable Responsibilities

• Receive, review, code, and process vendor invoices for payment.
• Match invoices with purchase orders, sales orders, packing slips, and other supporting documentation.
• Verify invoice accuracy, pricing, quantities, and approval before processing payments.
• Enter invoices and supporting documents into the accounting or accounts payable system.
• Track invoices requiring approval and follow up with the appropriate departments.
• Assist with processing vendor payments according to established payment terms.
• Reconcile vendor statements and research discrepancies or outstanding balances.
• Maintain accurate and organized accounts payable records.
• Communicate with vendors regarding invoices, payment status, and account discrepancies.
• Maintain proper documentation for audits and internal accounting records.

Office Administration Responsibilities

• Maintain organized electronic and physical files.
• Assist with data entry, filing, scanning, copying, and document preparation.
• Communicate with internal departments to obtain required documents and approvals.
• Assist with scheduling, correspondence, and other administrative tasks.
• Provide general support to the accounting and office teams.
• Perform other duties as assigned.

Qualifications and Requirements

• Previous experience in accounts payable, accounting, bookkeeping, or office administration preferred.
• Knowledge of basic accounting principles and invoice processing procedures.
• Proficiency in Microsoft Office, particularly Excel and Outlook.
• Experience with accounting software or accounts payable systems preferred.
• Strong data-entry skills and attention to detail.
• Excellent organizational and time-management skills.
• Strong written and verbal communication skills.
• Ability to prioritize tasks, meet deadlines, and work independently.
• Ability to communicate professionally with vendors, customers, and coworkers.
• Ability to maintain confidentiality of financial and company information.
• Strong problem-solving skills and the ability to research discrepancies.
• High school diploma or equivalent required; additional accounting coursework or relevant experience preferred.

Key Competencies

• Accuracy and attention to detail
• Organization and time management
• Reliability and dependability
• Professional communication
• Customer service
• Teamwork and collaboration
• Confidentiality and integrity
• Problem-solving and follow-through

Work Environment

This position is primarily office-based and requires regular use of computers, accounting software, telephones, and standard office equipment. The employee must be able to manage routine accounting tasks while assisting with daily administrative needs.

Equal Employment Opportunity

Carter Fence Co. Inc. is an equal opportunity employer and considers qualified applicants without regard to protected characteristics under applicable federal, state, or local law.