Accounts Payable Project Assistant

Heredia

This role plays a key part in maintaining vendor relationships, ensuring timely processing of invoices, and coordinating administrative tasks within project timelines. The ideal candidate is resourceful, proactive, and comfortable managing multiple priorities in a dynamic, project-based environment.

KEY RESPONSIBILITIES

Area 1: Vendor Coordination & Invoice Management

Act as the main liaison between vendors and the project team to manage documentation, status updates, and invoice-related inquiries.
Review, organize, and follow up on vendor invoices to ensure accuracy and timely processing.
Track open purchase orders and coordinate with vendors and internal teams to close gaps.
Maintain up-to-date records of vendor information, including contracts and communications.

Area 2: Administrative Support for Project Management

Provide day-to-day administrative support to the Project Manager, including scheduling meetings, preparing reports, and maintaining project documentation.
Coordinate logistics for vendor meetings, site visits, and other project-related events.
Assist with internal follow-ups on pending approvals, invoice sign-offs, and documentation needs.
Help ensure project timelines are supported through efficient administrative execution.

Area 3: Documentation & Process Compliance

Digitally file and organize all project and AP-related documents.
Assist with audit requests or internal reviews by retrieving accurate records.
Ensure vendor compliance with company policies regarding invoicing and documentation.

REQUIREMENTS

Technical degree or studies in administration, business, or a related field.
2+ years of experience in administrative roles, preferably in project environments or vendor-facing positions.
Experience coordinating vendor activities and invoice tracking.
Proficient in SAP invoice processing – required.
Strong organizational and time-management skills.
Proficiency in Microsoft Office (Excel, Outlook, Word).
Advanced English – required (written and verbal communication).
Excellent interpersonal and communication skills.
Ability to work independently and support multiple moving parts in a project-driven setting.

To apply for this job please visit recluta.org.