Accounts Payable Associate

Role Description

This is a full-time, on-site role located in Fargo–Moorhead for an Accounts Payable Associate. The Accounts Payable Associate will be responsible for processing invoices, reconciling account statements, managing vendor communications, ensuring timely payments, and supporting internal financial operations.

This role requires strong organizational skills, accuracy in data management, and the ability to collaborate effectively with both internal teams and external vendors.

Primary Areas of Responsibility

• Accounts Payable
• Vendor Management
• P-Card (Credit Card) Management
• Customer Service

Activities & Responsibilities

• Accountable for paying vendor invoices on time for:
• O’Day Equipment LLC
• O’Day Management Inc
• O’Day Tank & Steel LLC
• Business Properties, LLC
• Delta Delta LLC
• Maintain A/P workflows and obtain proper approvals
• Enter A/P invoices into GP for payment processing
• Collate A/P documents into DocLink
• Resolve vendor inquiries related to Accounts Payable
• Reconcile vendor statements
• Mail vendor checks
• Complete vendor credit applications as requested
• Process product price changes based on vendor invoices received
• Follow up on open vendor credit memos to receive reimbursements

Credit Card (P-Card) Management

• Reconcile credit card receipts and monthly statements
• Issue and cancel company credit cards as needed
• Perform ongoing system maintenance for credit card accounts
• Adjust monthly credit limits as required

Tax, Compliance & Vendor Accuracy

• Maintain monthly use tax tracking for company purchases (vendor and internet purchases)
• Ensure accuracy of vendor information in GP
• Maintain W9s and support 1099 reporting requirements
• Review vendor data for accuracy and proper documentation
• Print and mail year-end 1099 forms for all companies

Purchase Order Reconciliation

• Resolve PO vs. invoice discrepancies with purchasing
• Incorrect costs or parts
• Missing purchase orders
• Maintain company vehicle lease schedules
• Notify CFO of upcoming vehicle lease expirations

Unclaimed Property Processing

• Review uncashed checks
• Generate due diligence letters (mid-September review to meet 30-day requirement)
• File applicable state reports (by October 31 deadline)

Administrative & Support Responsibilities

• Provide backup support for switchboard as needed
• Standard working hours: 8:00 a.m. – 5:00 p.m.
• Backup accounting department functions as needed
• Assist with main phone coverage
• Cross-train in other accounting areas
• Generate purchase orders for:
• Subcontractors & equipment rentals for work orders
• Building maintenance and supplies
• Equipment purchases
• Use non-inventory items to ensure proper expense allocation
• Communicate potential issues or trends to management
• Assist with DocLink collating as needed
• Perform other duties as assigned

Why Join O’Day Equipment?

We believe our people are the foundation of our success. At O’Day, you’ll join a supportive team environment where learning, collaboration, and professional growth are encouraged. This role offers the opportunity to develop your accounting skills while contributing to a respected and growing company in the petroleum equipment industry.