Accounts Payable / Accounts Receivable (AP/AR) Clerk

Location: San Antonio, TX

Employment Type: Full-Time

Department: Accounting / Finance

Reports To: Controller

About This Role

The Accounts Payable/Accounts Receivable (AP/AR) Clerk plays a vital role in supporting the day-to-day financial operations of the company by ensuring the accurate and timely processing of vendor invoices, and customer payments. This position serves as a key liaison between vendors, project managers, and the accounting team to maintain accurate job costing, billing records, and vendor compliance documentation. The ideal candidate is organized, detail-oriented, and thrives in a fast-paced construction environment while maintaining a high level of accuracy and professionalism.

Key Responsibilities

Vendor Management

• Establish and maintain new vendor accounts within Sage 100, ensuring all vendor information is accurate and complete.
• Request, collect, and maintain required vendor documentation, including Certificates of Insurance (COIs) and W-9 forms, to ensure compliance with company policies and project requirements.
• Serve as the primary point of contact for vendor inquiries, providing payment status updates, resolving invoice discrepancies, and maintaining positive vendor relationships.
• Maintain organized vendor records and ensure all documentation remains current and readily accessible.

Accounts Payable

• Receive, review, and upload vendor invoices into Sage 100 using TimberScan, verifying billing accuracy and appropriate coding before routing invoices to Project Managers for approval.
• Process approved vendor payments in accordance with established payment terms and company procedures.
• Verify and track lien waivers to ensure compliance with project and contractual requirements prior to payment.
• Assist in identifying and resolving invoice discrepancies by working collaboratively with vendors, project managers, and internal accounting staff.
• Maintain organized accounts payable records and support timely month-end closing activities.

Accounts Receivable

• Receive and accurately record customer payments, including checks, ACH payments, and other electronic transactions.
• Prepare and complete bank deposits and perform routine bank runs as needed.
• Process ACH transactions while ensuring proper documentation and reconciliation.

Month-End Reporting

• Assist the Staff Accountant with month-end closing procedures by ensuring all job costs have been accurately recorded and allocated.
• Review project billing information for accuracy and completeness prior to month-end close.
• Collaborate with the accounting team to identify and resolve discrepancies affecting month-end financial reporting.

Qualifications

• Minimum of one (1) year of experience in Accounts Payable, Accounts Receivable, or a related accounting role.
• Experience managing vendor relationships and maintaining vendor records.
• Strong attention to detail with excellent organizational, time management, and communication skills.
• Proficiency in Microsoft Office, particularly Excel, and the ability to quickly learn accounting software; experience with Sage 100 is preferred.
• Bachelor's degree in Accounting, Finance, Business Administration, or a related field is preferred.
• Construction industry experience, including familiarity with lien waivers, job costing, construction billing, Sales Tax, and vendor compliance documentation, is preferred.