Accounts Payable

Primary Responsibilities:

Responsible for all aspects of Accounts Payable.

Specific Duties & Tasks:

• Reviews, verifies, and processes all vendor invoices and transactions related to accounts payable.
• Matches purchase orders, receiving documents, delivery tickets, and invoices to ensure accuracy prior to payment.
• Enters invoices into the accounting system in accordance with company procedures and established approval workflows.
• Prepares and schedules payments (checks, ACH, wires) in a timely manner, adhering to vendor terms and company guidelines.
• Maintains and updates vendor files, including W-9 forms, changes of address, payment terms, insurance documents, and compliance records.
• Researches and resolves invoice discrepancies, pricing issues, missing delivery tickets, and quantity variances in collaboration with the Financial Manager, project managers, and plant personnel.
• Drafts correspondence and communicates with vendors regarding payment status, requested documentation, and account inquiries.
• Generates reports related to aged payables, upcoming payment cycles, open purchase orders, and outstanding invoice issues as requested.
• Collaborates with the Financial Manager to reconcile accounts payable statements and balances on a regular (at least bimonthly) basis.
• Ensures all material delivery tickets are accounted for, scanned, properly filed, and matched to correct invoices and job numbers.
• Tracks subcontractor and vendor compliance items as needed (insurance certificates, lien releases, conditional/unconditional waivers).
• Processes vendor lien releases and maintains accurate records related to Florida Lien Law provisions for AP-related documentation.
• Copies, files, and retrieves materials for accounts payable as needed, ensuring documents are organized in a consistent and disciplined manner.
• Communicates relevant changes or updates to internal team members.
• Advises management regarding payables concerns—including vendor disputes, large variances, missing documentation, or potential credit holds.
• Performs other related duties as assigned.
• Answers vendor phone calls, emails, and inquiries promptly and professionally.

Accuracy:

This position ensures that all invoices, delivery tickets, payment schedules, lien releases, and related documents are processed accurately using reports, ledgers, spreadsheets, and other company information.

Recordkeeping:

Responsible for maintaining well-organized files, including invoice packets, delivery tickets, vendor setups, and compliance documentation, in a manner that is easily retrievable for audits or internal review.

A/P General: Delivery Tickets & Invoice Matching:

This position is responsible for reviewing, matching, and verifying all delivery tickets, investigating missing tickets, and ensuring all materials billed align with job records before authorizing payment.

Vendor Relations:

Maintains strong vendor communication by providing timely updates on payment status, resolving billing issues, and ensuring the company maintains positive and professional relationships with all suppliers.

Support:

Phone calls, emails, and internal inquiries. This role supports both internal and external customers by providing accurate and timely responses. If an answer is not immediately available, it is acceptable to communicate that you will follow up—and ensure that follow-up is completed promptly.

Job Type:

Full-time

Benefits:

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

Schedule:

• 8 hour shift
• Monday to Friday

Experience:

• Accounts payable: 2 years (Required)
• Construction, trucking, or material delivery ticket experience: 1 year (Preferred)
• Lien release or vendor compliance knowledge: 1 year (Preferred)

Work Location:

In person - South Daytona