The Accounts Payable Specialist is responsible for managing the day-to-day accounts payable process, from receipt of vendor invoices through final payment. This position ensures invoices are properly received, reviewed, approved, coded, matched to supporting documentation, entered into the accounting system, and paid accurately and on time. This role works closely with project managers, purchasing personnel, field teams, vendors, and the accounting department to resolve discrepancies and maintain accurate financial records. Because of the volume and complexity of construction-related purchasing, strong attention to detail, organization, follow-through, and an understanding of purchase orders and job cost accounting are essential. Essential Duties & ResponsibilitiesInvoice Receipt & Processing Receive, open, and organize all vendor invoices received through physical mail, email, and other approved channels. Maintain an organized process to ensure invoices are captured promptly and are not lost, duplicated, or overlooked. Review invoices for accuracy, completeness, proper vendor information, invoice numbers, dates, payment terms, and supporting documentation. Identify duplicate invoices, incorrect charges, missing information, or other discrepancies before invoices are processed. Maintain electronic and/or physical invoice documentation in accordance with company procedures. Invoice Approval Route invoices to the appropriate project manager, department manager, purchaser, or other authorized employee for approval. Follow up on outstanding invoice approvals to ensure invoices are processed within required payment terms. Verify that appropriate authorization has been received prior to entering or paying invoices. Communicate with internal team members regarding questions, discrepancies, missing documentation, or coding requirements. Purchase Order Matching Match vendor invoices to corresponding purchase orders, receipts, delivery tickets, packing slips, or other supporting documentation. Verify quantities, pricing, sales tax, freight, and other charges against approved purchase orders. Identify and investigate discrepancies between invoices and purchase orders. Work with purchasing personnel, project managers, vendors, and other departments to resolve PO and invoice discrepancies before payment. Ensure purchases made without a purchase order have the appropriate documentation and authorization prior to processing. Accounting & Job Cost Entry Accurately enter approved invoices into the company's accounting software. Assign appropriate general ledger accounts, job numbers, cost codes, departments, equipment numbers, or other required accounting classifications. Verify invoice coding to help ensure accurate project costing and financial reporting. Maintain accurate vendor records and verify payment terms and other vendor information as needed. Assist with maintaining accurate accounts payable aging and outstanding payable records. Vendor Payments & Check Processing Prepare invoices for scheduled payment based on due dates, payment terms, available discounts, and company payment schedules. Prepare and process check runs. Print and organize checks for appropriate review and authorized signatures. Match checks and payment documentation to the appropriate invoices. Prepare checks for mailing and distribution. Process other approved payment methods as required by the company. Record payments accurately within the accounting system. Maintain documentation supporting all payments issued. Assist with voided checks, stop payments, payment corrections, and reissued payments when necessary. Vendor Communication & Account Reconciliation Respond to vendor inquiries regarding invoice status, outstanding balances, payment dates, and discrepancies. Research missing invoices, duplicate billings, credits, short payments, and other account issues. Review vendor statements and reconcile them against company accounts payable records. Request copies of missing invoices and credit memos when necessary. Ensure vendor credits are properly entered and applied. Maintain professional working relationships with vendors while protecting the company's financial interests. Month-End & Accounting Support Assist with accounts payable month-end closing procedures. Review outstanding invoices and identify items that may need to be accrued or investigated. Assist with AP aging review and reconciliation. Provide invoice and payment documentation requested by management, auditors, project managers, or other accounting personnel. Assist with year-end vendor reporting and 1099 preparation as needed. Support the Controller and accounting team with other accounting-related duties and special projects as assigned. Qualifications Previous accounts payable, accounting, bookkeeping, or similar financial experience preferred. Construction accounting experience strongly preferred. Experience working with purchase orders and invoice approval workflows preferred. Familiarity with job costing and construction cost codes is highly desirable. Experience with accounting or ERP software. Proficiency with Microsoft Excel, Outlook, and general office software. Strong organizational and time-management skills. Excellent attention to detail and accuracy. Ability to manage a high volume of invoices and competing priorities. Strong written and verbal communication skills. Ability to follow up consistently with employees and vendors to resolve outstanding items. Ability to handle confidential financial information professionally. Key Competencies The successful candidate will be highly organized, detail-oriented, dependable, and comfortable taking ownership of the accounts payable process. This individual should be able to recognize discrepancies rather than simply entering information, communicate effectively with both vendors and internal employees, and follow invoices from initial receipt through final payment. Accuracy, accountability, urgency, and consistent follow-through are critical to success in this position.

Pay:

$25.00 - $40.00 per hour

Benefits:

401(k) 401(k) matching Dental insurance Health insurance Life insurance Paid time off Profit sharing Vision insurance

Work Location:

In person