Accounts Payable Associate

Vintage Design is seeking an Accounts Payable Associate to support our Accounts Payable team. This role focuses on accurate, high-volume invoice processing, G/L account coding, statement reconciliation, and administrative support to ensure smooth weekly check runs and daily operations. The AP Associate will work closely with internal stakeholders and vendors to ensure timely payments and support month-end close processes.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

• The AP Associate has full responsibility for the following functions:
• Enter and post invoices accurately, ensuring proper G/L account coding and pricing validation.
• Support payment scheduling aligned with discount terms and assist with weekly check run preparation.
• Prepare and route invoices for management approval and execute administrative steps in the AP workflow.
• Facilitate purchase orders with invoices and perform invoice research to resolve discrepancies.
• Reconcile vendor statements and follow up on missing invoices or open questions.
• Support processing of invoices for materials, products, and subcontractor payments.
• Assist with check runs, including printing, filing, and distributing checks weekly.
• Participate in vendor communication by email or phone to answer inquiries and maintain positive relationships.
• Support recurring payment items such as leases, auto payments, or other standard expenses.
• Provide support on miscellaneous AP tasks including:

o Refunds

o Responsible for weekly check run

o Credit card bill coding

o Credit Applications

o Maintaining updated insurance certificates

o Other AP support functions as assigned

Education, Experience & Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.

The requirements listed below are representative of the knowledge, skill and/or ability required.

Required

• Minimum of 2 years of Accounts Payable experience in a professional office environment.

• Experience processing high-volume invoices with strong accuracy and attention to detail.

• Experience supporting weekly check runs and invoice posting deadlines.

• Reconciliation experience (vendor statements, invoice matching).

• Demonstrated proficiency in Microsoft Office, especially Excel.

• Strong verbal and written communication skills.

• Ability to work on-site and be part of a collaborative team environment.

Desirable

• Construction industry experience with a homebuilder or subcontractor.

• Experience with subcontractor invoices or related processes.

• Familiarity with escrow, mortgage, or contract administration (lien releases, waivers, vendor insurance, etc.).

• Experience with both cash-basis and accrual-basis accounting.

• Associate's degree in accounting or related field preferred.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Ability to sit at a computer monitor for extended periods throughout the day.

• Must be able to stand for extended periods; reach with hands and arms; move between offices; handle mail and documents; sit, stoop, kneel and crouch; lift and move up to 10 pounds; and see well enough to review documents and files.

Work Environment

• General office working conditions.

• Fast-paced AP environment with tight weekly and monthly deadlines.

• On-site schedule: Monday–Friday, 8:00 AM – 5:00 PM.

Our Benefits

• Health Insurance (Medical, Prescription, Dental, and Vision)

• Life Insurance

• Disability Insurance

• Paid Holidays and Time Off

• 401(k) Plan with company matching