Job Title: Accounts Payable Clerk - URGENT ROLE
Job Description
This role focuses on processing accounts payable transactions, managing purchase orders, and supporting front desk phone coverage in a fully onsite environment. The Accounts Payable Clerk enters trade and construction payables, researches and resolves invoice and purchase order issues, and communicates effectively with vendors and customers to ensure accurate and timely billing. The position also supports mail processing and front desk reception coverage while maintaining a high level of accuracy, organization, and professionalism.
Responsibilities
Answer the purchase order (PO) hotline and respond promptly to inquiries related to accounts payable and purchase orders.
Enter trade payables into the accounts payable system accurately and in a timely manner.
Research and resolve issues related to purchase orders, including discrepancies and missing information.
Create purchase orders and link them to work orders and construction jobs to ensure proper tracking and billing.
Enter parts onto service work orders and input related invoices into accounts payable.
Conduct vendor invoice research to resolve discrepancies, missing invoices, or billing questions.
Call vendors and subcontractors who have not yet billed to follow up on outstanding invoices.
Match vendor invoices to paid detail and verify that payments align with supporting documentation.
Enter construction invoices into accounts payable and apply an understanding of progress billing to ensure correct allocation.
Place orders with vendors as needed to support ongoing work orders and construction projects.
Process incoming and outgoing mail, including sorting, distributing, and preparing invoices and other documents for mailing.
Handle phone coverage for all incoming calls to the front desk and accounts payable lines, providing professional and courteous service.
Provide coverage as the front desk receptionist as needed, including greeting callers and directing inquiries.
Request customer purchase order numbers, applying strong problem-solving skills and attention to detail to identify and correct errors before contacting customers.
Send emails in alignment with customer requirements and maintain accurate contact information for customers and vendors.
Respond professionally to inquiries or disputes from customers and vendors, ensuring clear and respectful communication.
Utilize available tools and systems, including Ascent ERP and other resources, to locate purchase orders and resolve discrepancies.
Prepare and send invoices by email for approximately 80% of billing activities and by mail for approximately 20%, ensuring accuracy and timely delivery.
Essential Skills
Hands-on experience in accounts payable, including entering trade and construction payables.
Practical knowledge of invoicing processes, including email and mail distribution of invoices.
Experience working with purchase orders, including creation, linking to work orders, and issue resolution.
Vendor management skills, including calling vendors and subcontractors, following up on unbilled work, and resolving invoice discrepancies.
Ability to understand and process progress billing for construction-related invoices.
Basic Microsoft Excel skills, including sorting, filtering, and data entry.
Familiarity with Excel pivot tables for organizing and reviewing financial data.
Experience using Ascent ERP or a similar enterprise resource planning system for accounts payable and purchase order management.
Strong attention to detail and accuracy when entering and matching invoices, purchase orders, and payments.
Effective verbal communication skills for handling phone coverage, vendor calls, and customer interactions.
Professional written communication skills for sending emails, responding to inquiries, and maintaining proper contacts.
High school diploma or equivalent educational background.
Additional Skills & Qualifications
Experience working in an accounts payable role within maintenance, engineering, construction, or related service industries.
Comfort using multiple tools and systems to research purchase orders and resolve billing discrepancies.
Ability to manage a high volume of invoices and calls while maintaining accuracy and organization.
Strong problem-solving skills to identify errors in purchase orders or invoices before contacting customers or vendors.
Capability to provide front desk receptionist coverage, including handling incoming calls and directing inquiries appropriately.
Organizational skills to manage incoming and outgoing mail, including invoice distribution and documentation.
Ability to work effectively in a structured, schedule-driven environment with clear expectations for onsite presence.
Work Environment
This is a fully onsite role with a set schedule of Monday through Friday, 8:00 a.m. to 5:00 p.m., with no flexibility in hours. The position operates in an office environment that supports maintenance, engineering, and construction services in the commercial and industrial air conditioning and refrigeration industry. You will work at a front desk and accounts payable area, handling phones, mail, and financial documents throughout the day. The role relies on Ascent ERP, Microsoft Excel, and other office software tools to manage accounts payable, purchase orders, and invoicing. The environment emphasizes accuracy, timely processing of invoices, and professional communication with vendors, subcontractors, and customers.
Job Type & Location
This is a Contract to Hire position based out of Fullerton, CA.
Pay and Benefits
The pay range for this position is $26.00 - $27.00/hr.
Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: - Medical, dental & vision - Critical Illness, Accident, and Hospital - 401(k) Retirement Plan - Pre-tax and Roth post-tax contributions available - Life Insurance (Voluntary Life & AD&D for the employee and dependents) - Short and long-term disability - Health Spending Account (HSA) - Transportation benefits - Employee Assistance Program - Time Off/Leave (PTO, Vacation or Sick Leave)
Workplace Type
This is a fully onsite position in Fullerton,CA.
Application Deadline
This position is anticipated to close on Jul 31, 2026.
About Aston Carter
Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.
The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.
If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com (%20astoncarteraccommodation@astoncarter.com) for other accommodation options.
San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.
Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.
Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.
