Ap Assistant Jobs in New York (NOW HIRING)

Description

Position Summary

Atlas Supreme is a dynamic full-service general contractor, construction manager, and owner's representative delivering projects of varying scale and complexity - from fast-paced commercial fit-outs to ground-up condominiums and sustainable retrofits for affordable housing. As a growing firm with a robust portfolio, we offer an ideal environment for professional growth and hands-on learning.

The AP Assistant is the primary point of contact for Atlas Supreme's subcontractors and vendors throughout the accounts payable process. This is an in-office, communication-focused role where you'll spend much of your day speaking with subcontractors and vendors by phone and email, guiding them through the invoice submission process, collecting required documentation, and ensuring payment requests are complete before they reach the Finance team. While the AP Assistant does not process or approve payments, they play a key role in preventing delays through organization, attention to detail, and proactive communication. This position reports to the AP/AR Specialist with a dotted-line relationship to the Principal.

Requirements

Key Responsibilities

Vendor & Subcontractor Onboarding

• Send prequalification forms to subcontractors
• Set up new vendors and subcontractors in Quickbooks and Procore.
• Collect and maintain required onboarding documentation, including W-9s, ACH information, and other compliance documents.
• Prepare documentation with AP/AR Specialist to set up new credit lines with vendors
• Maintain accurate and organized vendor records.

Vendor Support & Communication

• Serve as a professional and responsive point of contact by phone and email, ensuring subcontractors and vendors receive clear, timely communication regarding invoice submissions and payment inquiries.
• Manage the AP inbox and respond to incoming requests in a timely and professional manner.
• Share and guide vendors through Atlas Supreme's invoice submission process.
• Communicate payment timelines and status updates based on information provided by the Finance team.
• Build positive, professional relationships with subcontractors and vendors.

Invoice & Payment Request Intake

• Review incoming invoices and payment requests for completeness.
• Confirm all required supporting documentation has been provided, including purchase orders, approved change orders, lien waivers, certified payroll (when applicable), and current insurance certificates.
• Identify missing or incorrect documentation and work directly with subcontractors to resolve issues before submission.
• Collaborate with the PM and the Site Supervisor team to ensure timely approvals.
• Prepare complete payment request packages for the AP/AR Specialist and Principal.

Administrative Support

• Maintain organized electronic records and documentation.
• Track outstanding vendor documentation and follow up as needed.
• Assist in maintaining accurate data within Quickbooks, Procore and other internal systems.
• Support continuous improvement of finance and vendor management processes.

Qualifications

We're looking for someone who is organized, eager to learn, and enjoys helping people.

Required

• 2+ years of experience in an administrative, customer service, vendor coordination, or accounts payable support role.
• Experience with Quickbooks and Google Workspace
• Ability to maintain confidentiality when handling financial and vendor information.
• Professional, positive, and customer-focused attitude.
• Excellent written and verbal communication skills.
• Strong organizational skills with exceptional attention to detail.
• Ability to manage multiple tasks while meeting deadlines.
• Comfortable learning new software systems.

Preferred

• Experience in construction, accounting, or finance.
• Experience with Procore or similar construction management software.
• Experience working with vendors and/or subcontractors.

Benefits

• Flexible PTO
• Annual performance bonus eligibility
• Catered meals in our office
• Modern office conveniently located near Grand Central Terminal
• Opportunities for internal career growth

Compensation: $60,000 - $80,000 / year

Atlas Supreme is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. We believe in providing fair opportunities and a welcoming environment for everyone to thrive.