ABOUT US
We are a dynamic and growing general contractor in the construction industry, committed to delivering high-quality projects across commercial and industrial sectors. We’re seeking a detail-oriented and proactive Accounts Payable Administrator to join our accounting team and support our operations with precision and accountability.
INTRODUCTION
The Accounts Payable Specialist is responsible for managing all aspects of vendor invoices, subcontractor payments, and expense processing. This role ensures timely and accurate payments, supports project teams with cost documentation, and maintains strong relationships with vendors and field staff.
DUTIES
The below list of duties is not intended to be an all-inclusive list, nor is it arranged in order of priority. These duties are not meant to restrict initiative but rather describe minimum activities. The duties of this position shall range in complexity and nature depending on the needs of the department and company. Accounts Payable duties shall include, but not be limited to:
- Process vendor and subcontractor invoices, ensuring proper coding, approval, and documentation. Route to Project Managers for approval when job-related.
- Enter and code vendor invoices into the project management software and export to the accounting software.
- Export vendor contracts and change orders from project management software to accounting software.
- Verify job cost allocations and maintain accurate accounting records within company software.
- Generate and distribute Work in Progress reports to Project Managers.
- Reconcile vendor statements and resolve discrepancies promptly.
- Prepare weekly check runs, ACH payments, and all lien waivers as required. Process payments with supporting documentation.
- Compile all subcontractor retention invoices and supporting documents.
- Monitor and document daily Positive Pay and ACH exceptions; resolve discrepancies promptly.
- Create and maintain a comprehensive billing and Accounts Payable calendar to ensure timely submissions and compliance.
- Run and process employee mileage reports for reimbursement.
- Process routine loan and lease payments in accordance with payment schedules
- Maintain accurate and organized digital records of all invoices and payments.
- Assist with month-end closing, accruals, and audit support as needed.
- Respond to vendor and internal inquiries regarding payment status and invoice issues.
- Collaborate closely with project managers, superintendents, and the accounting team to ensure accurate cost tracking.
- Contribute to process improvements and efficiency initiatives within the accounting department by proactively seeking improvements and steps to increase efficiency.
- Prepare annual 1099 filings.
- Run and analyze reports from the Company’s fleet management software to support vehicle oversight; manage vehicle tabs, trailer listings, and equipment records.
- File and track Secretary of State Annual Reports and Licensing and Regulatory Affairs filings, UCR and other various tax filings.
- Maintain up-to-date State Contractor’s Licenses and all associated documentation.
- Verify and import credit card transactions. Ensure timely entry, approval, and export to the accounting software.
- Follow up with cardholders to resolve declined/disputed transactions and ensure proper documentation.
QUALIFICATIONS
- Associate degree in Accounting, Finance, or related field preferred (or equivalent experience).
- 2+ years of accounting experience.
- Strong attention to detail, accuracy, and organizational skills.
- Excellent communication and teamwork abilities.
- Proficient in Microsoft Excel and other standard business applications.
- Strong ability to follow processes and use technology for efficiency.
