Accounts Payable & Purchasing Specialist

Location: Arlington Heights – Onsite

Position Summary

The Accounts Payable & Purchasing Specialist is responsible for managing the full accounts payable cycle and coordinating purchasing activities across our bank equipment and construction divisions. This role requires strong attention to detail, the ability to manage multiple vendor relationships and cost structures. The ideal candidate is comfortable working with both standard trade payables and construction-specific processes such as job costing, subcontractor payments, and lien waivers.

Key Responsibilities

Accounts Payable

• Process vendor invoices accurately and timely, matching purchase orders and receiving documentation
• Code invoices appropriately to jobs, cost codes, departments, and general ledger accounts within NetSuite
• Manage AP aging and ensure invoices are paid according to vendor terms while maximizing cash flow
• Process subcontractor and vendor payments in accordance with construction industry requirements, including collection of lien waivers, W-9s, and certificates of insurance
• Reconcile vendor statements and resolve discrepancies, short pays, and disputed invoices
• Prepare and process payment runs (checks, ACH) and maintain proper documentation and approvals
• Respond to vendor and internal inquiries regarding invoice and payment status
• Assist with month-end close, including AP accruals and account reconciliations
• Maintain organized, audit-ready AP records in compliance with company policy

Purchasing

• Source, negotiate, and place purchase orders for bank equipment inventory, parts and service materials
• Partner with project managers, service technicians, and operations staff to process purchase orders
• Maintain and build relationships with key vendors and subcontractors; evaluate pricing, quality, and delivery performance
• Track open purchase orders, expedite deliveries, and resolve shortages or delays
• Monitor inventory levels for equipment parts and service supplies, reordering as needed
• Support competitive bidding processes and maintain documentation for vendor comparisons
• Identify cost-saving opportunities and process improvements in the procurement cycle

Systems & Reporting

• Utilize NetSuite for all AP, purchase order, and vendor record management
• Generate and analyze AP aging, open PO, and spend reports for management
• Maintain accurate vendor master records, including terms, tax IDs, and insurance/compliance documentation

Qualifications

• 5 years of experience in accounts payable and purchasing, ideally in a dual-industry or multi-entity environment
• Experience with construction accounting practices is a plus (job costing, lien waivers, retainage, subcontractor compliance)
• Proficiency with NetSuite is a plus
• High degree of accuracy and attention to detail when managing high transaction volumes
• Strong organizational and time-management skills; able to prioritize across two business lines
• Excellent written and verbal communication skills for vendor and internal stakeholder interaction
• Ability to work independently and collaboratively within a small accounting/finance team

Preferred Experience

• Background in equipment/technical service industries (e.g., bank equipment, ATMs, security systems) and/or general contracting
• Familiarity with lien waiver processes, AIA billing, or subcontractor compliance tracking
• Experience supporting multi-department purchasing needs