Office Assistant with US Coatings (USC)

Company Overview

US Coatings (USC) provides specialized marine coating, cleaning, and surface preparation services for cargo, ballast, and freshwater tanks, as well as advanced protective coating systems for marine hulls, decks, and superstructures. Serving clients throughout the Gulf Coast, Mississippi and Ohio River systems, Great Lakes, and Mid-Atlantic regions, USC supports a wide range of marine industries, including transportation, logistics, tourism, commercial fishing, and government operations. As part of a family of companies united by a shared purpose, we are committed to delivering safe, reliable solutions, exceptional service, and lasting value to our clients.

We offer competitive salaries and full range of benefits including: medical, dental, vision, 401K (100% match up to 4% eligible compensation) and 100% immediate vesting, basic and supplemental life insurance, short-term and long-term disability as well as other benefits.

Job Summary

US Coatings is currently seeking an Office Assistant/Accounts Payable Clerk. This position provides administrative and clerical support to the business office, with a primary focus on Accounts Payable activities; responsible for assisting with invoice processing, purchase order documentation, vendor records, and other day-to-day accounting and administrative functions to help ensure accurate and timely processing of company expenses.

Here's What You'll Be Doing:

• Receive, review, and organize vendor invoices and supporting documentation for Accounts Payable processing.
• Enter invoices and other Accounts Payable information accurately into the company's accounting/ERP system.
• Match vendor invoices to purchase orders, receipts, and other supporting documentation.
• Review invoices for appropriate approvals, coding, quantities, pricing, and supporting documentation prior to processing.
• Identify invoice discrepancies and work with purchasing, project personnel, vendors, and other departments to obtain missing information or resolve issues.
• Maintain organized electronic and/or physical Accounts Payable records, including invoices, purchase orders, receipts, and vendor correspondence.
• Assist with monitoring outstanding invoices and ensuring documentation is submitted for processing in a timely manner.
• Respond to routine vendor inquiries regarding invoices, documentation, and payment status.
• Assist with vendor account reconciliation and research when requested.
• Maintain accurate vendor information and assist with collecting required vendor documentation.
• Assist with data entry, document scanning, copying, filing, and general recordkeeping.
• Prepare spreadsheets, reports, and other administrative documents as needed.
• Communicate professionally with vendors, employees, project teams, and management.
• Provide general clerical and administrative support to the accounting and administrative teams.
• Maintain confidentiality of financial, employee, vendor, and company information.
• Perform other related administrative and accounting support duties as assigned.

Qualifications & Requirements:

Education and Experience

• High school diploma or equivalent required; additional education or coursework in accounting, bookkeeping, or business administration is preferred.
• Previous clerical, administrative, Accounts Payable, bookkeeping, or accounting support experience preferred.
• Experience working with accounting or ERP software is preferred.

Technical Knowledge

• Basic understanding of Accounts Payable processes, including invoices, purchase orders, receipts, and vendor documentation.
• Proficiency with Microsoft Office applications, particularly Excel, Outlook, and Word.
• Ability to review and compare invoices, purchase orders, and supporting documentation to identify discrepancies.

Skills and Abilities

• Strong data-entry skills with a high level of accuracy and attention to detail.
• Strong organizational and recordkeeping skills.
• Ability to prioritize multiple tasks and manage deadlines in a fast-paced office environment.
• Effective written and verbal communication skills.
• Ability to communicate professionally with vendors and employees at all levels of the organization.
• Strong problem-solving skills and willingness to research discrepancies rather than simply passing incomplete documentation forward.
• Ability to work independently while also collaborating effectively with accounting, purchasing, operations, and project personnel.

Professional Attributes

• Ability to handle confidential and sensitive business information appropriately.
• Dependable, professional, and detail-oriented with a commitment to maintaining accurate records.

EEO Statement:

ASRC Industrial and its operating companies affords equal opportunity in employment to all individuals regardless of race, color, religion, sex, sexual orientation, gender identity, age, national origin, pregnancy, familial status, disability status, veteran status, citizenship status, genetic information or any other characteristic protected under Federal, State or Local law. ASRC Industrial is an Equal Opportunity Employer.