Accounts Payable Specialist

Position Summary

The Accounts Payable Specialist plays a key role in the financial operations of the company. This position is responsible for managing the outflow of capital by processing, tracking, and recording payments in an accurate, efficient, and timely manner. The AP Specialist will have a direct, ongoing impact on financial transactions by keeping the company on track, on time, and on good terms with our valued subcontractor and vendor partners.

Essential Duties and Responsibilities

Core Accounts Payable Functions:

• Receive, verify, and process vendor and supplier invoices in a timely and accurate manner.
• Facilitate vendor payments, including verification of federal ID numbers (W-9s), review of purchase orders, and resolution of discrepancies.
• Ensure outstanding obligations are credited upon payment; identify discount opportunities and issue purchase order amendments or stop-payment orders as needed.
• Reconcile monthly statements, transactions, and expense reports against account balances and office records.
• Record entries, verify documentation for, and distribute petty cash.
• Calculate and report sales tax based on paid invoices.
• Generate purchase orders as required and assist senior financial officers as needed.

Construction & Industry-Specific Responsibilities:

• Process high-volume subcontractor invoices, including verification against executed subcontracts and lien waiver requirements prior to payment release.
• Reconcile job cost coding against project budgets in coordination with project managers and field operations leadership.
• Track and process equipment rental invoices, fuel card transactions, and fleet-related vendor payments.
• Support month-end job cost reporting by ensuring all invoices are accurately coded to the correct project, cost code, and division.
• Maintain vendor compliance documentation, including W-9s, certificates of insurance (COIs), and subcontractor qualification records.
• Assist with bonding and insurance audit support by pulling invoice and payment documentation as requested.
• Other related duties as assigned.

Success Factors / Key Competencies

• Self-motivated and proactive by taking initiative without waiting to be directed.
• Excellent written and verbal communication skills.
• Detail-oriented, organized, consistent, and dependable.
• Strong time management skills with the ability to manage competing priorities and deadlines.
• Solid understanding of basic principles of finance, accounting, and bookkeeping.
• High degree of professional integrity and discretion in handling confidential financial and company data.

Qualifications

• High School Diploma or equivalent required; Associate's degree in Business, Accounting, or a related field preferred.
• Minimum 1–2 years of experience in accounts payable or accounts receivable required.
• Experience in the construction, utilities, or telecommunications industry strongly preferred.
• Proficient in Microsoft Office Suite, particularly Excel.
• Experience with accounting software required; Acumatica experience is a plus.

Working Conditions / Environment

This position operates in a standard office environment. The role routinely uses standard office equipment including computers, phones, photocopiers, filing cabinets, and fax machines.

This is a largely sedentary role; however, some filing is required, including the ability to lift files (up to 15 lbs), open filing cabinets, and bend or stand as necessary. The position requires use of hands to handle objects, tools, or controls; reach with hands and arms; and the ability to talk and hear. Specific vision abilities required include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

While performing the duties of this position, the employee may be exposed to weather conditions prevalent at the time. The noise level in the work environment is generally minimal.

Other Duties

This job description is not designed to cover a comprehensive listing of all activities, duties, or responsibilities required of the employee. Duties, responsibilities, and activities may change at any time with or without notice.