• Hilo, HI, USA
  • Full Time

Job purpose

Responsible for the timely and accurate processing of accounts payable and payroll.  Reports to and works directly with the Controller and department heads to ensure that disbursements are approved, budgeted, properly coded and that the company has received value. 

Duties and responsibilities


  • Summarize all invoices on A/P Approval Sheet and ensure that all invoices have been approved by owner and are properly coded.
  • Check run approval spreadsheet is completed every day, when invoices come in.
  • ACH Invoices are added to Check Run.
  • Provide Equity Partner with funding calculation and wire request a week BEFORE checks are cut.
  • Work with controller to finalize checks for payment.
  • Input invoices into QuickBooks and ensure invoices are coded to the proper GL account as per Approval spreadsheet.
  • Reconcile disbursing bank account and provide reconciliation and supporting documents to controller for review and approval.
  • Access ACH vendor websites for current invoices, input vendor invoices into QB, add vendors to Check Run.
  • Check W-9's are complete, issue 1099's and 1096.
  • Reconcile: CPB account, ASB Checking & Savings, HI Air MC.
  • Email reports to controller for approval, then file statements, detail and summary reports.
  • Download check copies to file.
  • Assist in the preparation of company financial statements and provide to controller for review. Distribute to investors and executive management.
  • File Hawaii general excise taxes when due.


  • Monitor Time Cards (Time & Attendance)      
  • Provide TC report and Contractors Invoices to controller for approval.


  • When approved, initiate payroll - input and/or check hours, then authorize bimonthly payroll.
  • Process and distribute Payroll Liability Report for funding.
  • Process Payroll Reports, detailed and summary, send to controller and file.
  • Create an ADP GL payroll file, upload to QB, verify that upload is correct, edit GL name and date.
  • Prepare funding calculations for Equity Partner and controller as applicable.
  • Coordinate details with administrator for tax filings, payroll adjustments, etc.
  • Must be able to work overtime, Weekends and Holidays.  Time off must be approved by supervisor.
  • Must be able to do all other assigned duties as directed by manager.



  • HS Diploma or equivalent (GED)
  • Must have 5 years AP experience
  • Must have 5 years quickbook experience
  • Organized and energetic, excellent problem solver
  • Detail oriented, accurate
  • Able to work flexible hours, must be able to work with minimal or no supervision
  • Good communication skills, and able to perform rigorous tasks with consistent quality
  • Honest, trust worthy and dependable
  • Able to pass a criminal background check
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