Accounts Payable Specialist

The ideal candidate will have strong organizational skills and have an ability to accurately track and record cash flow. This candidate should have experience in maintaining a database of financial information and be able to recognize and solve any problems that may arise. Lastly, where appropriate this candidate will track 1099s and create a report with related information at year end.

The Accounts Payable Clerk is responsible for processing, verifying, and reconciling invoices to ensure timely and accurate payments to vendors and subcontractors. This role supports the accounting team in maintaining accurate cost allocations, adherence to company policies, and compliance with construction-related documentation requirements such as lien releases, retention management, and subcontractor insurance and tax reporting compliance.

• Code invoices to the appropriate general ledger accounts, job cost codes, and cost centers.
• Manage the invoice approval workflow to ensure timely and accurate processing.
• Process approved invoices for payment via ACH, check, or credit card.
• Process corporate credit card transactions after receipt and review of appropriate user documentation and receipts.
• Prepare and execute bi-monthly check and ACH payment runs, ensuring all supporting documentation is complete.
• Reconcile processed work by verifying entries and comparing system reports to vendor balances.
• Resolve discrepancies involving purchase orders, contracts, invoices, or payments, obtaining proper documentation as needed.
• Maintain strong relationships with vendors and subcontractors to ensure accurate records and prompt issue resolution.
• Reconcile vendor statements monthly and follow up on outstanding items.
• Assist in managing subcontractor compliance, including collection and verification of insurance certificates, W-9 forms, and lien waivers.
• Assist with year-end 1099 processing and reporting to ensure accuracy and compliance with IRS requirements.
• Maintain and organize historical records of invoices, payments, and related correspondence.
• Assist with retention tracking, lien waivers, and compliance documentation related to vendor and subcontractor payments.
• Process and deposit customer checks received by mail.
• Provide administrative support including filing, document retrieval, report preparation, managing mail, answering phones, and ordering office supplies.
• Perform other duties as assigned or required to support the accounting department.

• Minimum of 2 years of accounting or finance experience, with an emphasis in accounts payable.
• High school diploma required; associate’s or bachelor’s degree in accounting or business preferred.
• Construction industry experience strongly preferred.
• Proficiency in Microsoft Office (Excel, Outlook, Word); experience with ERP systems.
• Strong attention to detail, accuracy, and organizational skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Excellent verbal and written communication skills.
• Ability to maintain confidentiality and demonstrate professionalism.