Accounts Payable

Job Summary

The Accounts Payable (AP) Specialist is a critical role responsible for executing the full-cycle AP process within the construction environment, ensuring timely and accurate processing of invoices, managing vendor accounts, and processing payments with a specific focus on construction-related complexities like and Job Costing. This position supports the Finance and Project Management teams by maintaining accurate financial records, adhering to company policies and IRS 1099 requirements as well as serving as the primary AP subject matter expert.

• Owns the full year-end compliance cycle, including the reconciliation, preparation, electronic filing, and mailing of 1099 and other required forms for vendors and subcontractors.
• Directs and validates the accuracy of all construction specific AP compliance documentation.
• Leads the AP component of the month-end and year-end closing process.
• Conducts weekly audits of processed invoices to ensure correct GL coding and accurate allocation to project job costs.
• Oversees the processing of high-volume, full-cycle accounts payable, including receiving, coding, and entering invoices, and expense reports with a focus on detailed job costing allocation.
• Oversees the execution of weekly payment runs (checks, ACH, wire transfers) ensuring payments are reconciled and appropriate supporting documentation is maintained.
• Insures the collection and validation of required vendor compliance documents, including W-9 forms.
• Reconciles vendor statements monthly, investigating and resolving discrepancies, outstanding invoices, and debit balances promptly.
• Accurately tracks and allocates expenses to specific jobs, general ledger accounts, and cost codes using industry specific accounting software.
• Supports year-end closing processes and provides support for both internal and external audits.
• Responsible for processing all credit card reconciliations and employee reimbursements in a timely manner.
• Performs other duties as assigned.

• This position is responsible for the secure, accurate, and compliant processing and disbursement of company funds through the Accounts Payable system. This includes managing cash flow impacts, verifying expense allocations, and ensuring 1099 compliance.

• This position has no supervisory role.

• To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Exceptional attention to detail and accuracy in data entry and financial record keeping.
• Proven ability to manage high-volume transactions and meet strict weekly and monthly deadlines in a fast-paced environment.
• Strong organizational and time management skills with the ability to prioritize multiple projects and tasks.
• Excellent written and verbal communication skills for effective internal communication and professional interaction with vendors and subcontractors.
• Ability to troubleshoot and solve complex AP issues, particularly those involving purchase orders and job cost discrepancies.
• Proficiency in the Microsoft Office Suite, especially Excel (pivot tables, VLOOKUPs), for reporting and analysis.

• Deep knowledge of full-cycle Accounts Payable processes and best practices.
• Thorough understanding of General Ledger (GL) coding and job cost accounting principles specific to the construction industry.
• Familiarity with construction documentation, including invoices, W-9’s and 1099 eligibility.
• Working knowledge of IRS requirements for 1099 reporting.
• Understanding of basic internal controls related to segregation of duties and payment authorization.

• Education:
  
  Associate’s degree in Accounting, Finance, or a related field, or equivalent experience required.
• Experience:
  
  Minimum of 5+ years of hands‑on Accounts Payable experience, including at least 5+ years within the Construction or construction adjacent industry.
• Spec…