Accounts Payable / Executive Assistant

Job Summary We are seeking a dynamic and detail\-oriented Accounts Payable / Executive Assistant to join our accounting and administrative team. This pivotal role combines the responsibilities of performing the duties of accounts payable while providing high\-level administrative support to executive leadership. The ideal candidate will be energetic, highly organized, and possess a strong understanding of financial systems, accounting principles, and office functions. Your proactive approach will ensure smooth financial operations and efficient executive support, contributing to the overall success of our organization. Essential Job Functions: Reasonable accommodations may be made to enable individuals with disabilities to complete the essential functions. Accounts Payable: Enter and verify new vendor information. Periodically audit existing vendor information to ensure information is current and accurate. Create and enter bills into QuickBooks and prepare them for review by the Controller. Ensure payments are tracked and processed. Manage the AP email account, enter bills into QuickBooks ensuring proper coding and classing. Verify purchase orders to bill and receive purchase orders into QuickBooks. Responsible for obtaining credit card receipts and entering them into QuickBooks Payroll \& Subcontractor Management: Perform weekly payroll duties. Maintain subcontractor files, ensuring that insurance documentation is up to date. Executive Assistant to the President: Manage President’s calendars, meetings, scheduling priorities and obligations. Optimize and prioritize President’s email. Other duties as assigned. Safety \& DOT Records: File and maintain safety and DOT records according to regulatory requirements. Ensure safety records are organized and maintained on the server. Pull all company driver’s MVR’s semi\-annually (January \& July). Filing \& Documentation Maintenance: Maintain and utilize current filing across all systems. File and maintain important company documents such as COIs, W9s, etc. Support project managers in filing necessary documentation. Keep up the company calendar. Maintain Subcontractor Files ensuring all required documentation is current and accurate. Assist with uploading pipeline schedules weekly. Manage sales tax exemption certificates and Avalara records. Request Certificates of Insurance. Meetings \& Event Coordination: Assist in planning and coordinating company\-sponsored events, ensuring events run smoothly. Order and coordinate food for meetings and events, as needed. Prepare for monthly safety meeting: remind employees, determine head count, and notify President of birthdays and anniversaries. Light office housekeeping and organization Additional Responsibilities: Perform other duties as assigned by management. Make travel arrangements for staff as directed by management. Set\-up and Maintain company phones and tablets. Experience/Education/Qualifications: High School Diploma or General Educational Development (GED) required. Experience with Accounts Payable and Payroll in QuickBooks Desktop is required. Preferred experience in the construction or welding industry. Must be proficient in Microsoft Office, Google Drive and Adobe. Core Values: Versatility: Seamlessly manage a variety of tasks and responsibilities. Accountability: Take ownership of work results, personnel management, and project outcomes. Quality: Ensure high\-quality administrative work. Leadership: Inspire others and set a positive example for the team. Safety: Abide by company safety standards and procedures. Integrity: Follow through on commitments, even when no one is watching. Skills and Attributes: Office \& Communication Skills: Strong knowledge of office communication techniques and organizational skills. Ability to maintain professionalism with visitors, customers, and staff in all situations. High Level of Accuracy and Detail: Do it right the first time. File Maintenance: Exceptional recordkeeping skills, including digital filing systems. Problem Solving: Ability to handle important and time\-sensitive tasks with minimal oversight, meeting deadlines efficiently. Self\-Motivated \& Organized: Self\-driven with the ability to manage multiple tasks independently. Physical Requirements: Lift or move up to 15 pounds. Repetitive motion involving data entry and filing. Regularly required to sit, use hands to handle or feel, and reach with hands and arms. Regularly talk and hear, frequently required to stand, walk, and bend to lift or grab items. Walking up and down stairs, occasional driving, and stretching during the workday. Prolonged periods of sitting at a desk and working on a computer. Work Environment: This role operates within a welding and fabrication shop environment, with exposure to welding equipment, machinery, and various environmental conditions (both indoors and outdoors). Additional Information: Work Hours: Full\-time, typically Monday through Friday, with occasional evenings or weekends. Overtime may be required. * Travel Expectations: Minimal travel, limited to the metro area. AAP/EEO Statement:** Mountain Man Welding and Fabrication, Inc. provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics. In addition to federal law requirements, Mountain Man Welding and Fabrication, Inc. complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company operates. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job. This job description has been approved by all levels of management. Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. Pay: $24\.00 \- $30\.00 per hour Expected hours: 40\.0 per week Benefits: 401(k) 401(k) matching Dental insurance Health insurance Paid time off Vision insurance Application Question(s): Do you have QuickBooks Desktop experience? How many years of Accounts Payable experience do you have? Work Location: In person