Accounts Payable Specialist

With 40 years of experience serving Florida, this company is an established commercial and residential construction company committed to quality workmanship, dependable service, and lasting relationships with customers, employees, and business partners.

Position Summary

The Accounts Payable Specialist is responsible for managing accounts payable from invoice receipt through payment processing and reconciliation. This position works closely with project managers, field personnel, purchasing, vendors, and the rest of the accounting team to ensure expenses are properly coded, approved, documented, and allocated to the correct projects and cost codes.

Key Responsibilities

• Manage the complete accounts payable process, including receiving, reviewing, coding, entering, and processing vendor and subcontractor invoices.
• Obtain and track required invoice approvals in accordance with company policies.
• Identify and resolve invoice discrepancies, duplicate invoices, pricing differences, and missing documentation.
• Prepare and process vendor payments through checks, ACH, wire transfers, or other approved payment methods.
• Maintain accurate vendor records and ensure invoices are properly documented and filed.
• Respond to vendor inquiries regarding invoice status, payment timing, and account discrepancies.
• Reconcile vendor statements and resolve outstanding balances in a timely manner.
• Work with project managers and operations personnel to confirm job allocations, purchase orders, and invoice approvals.
• Assist with tracking project costs and ensuring expenses are recorded in the correct accounting period.
• Process subcontractor invoices and verify required supporting documentation is received before payment.
• Collect, review, and maintain applicable vendor and subcontractor documentation, including W-9 forms, insurance certificates, and other required compliance records.
• Assist with monitoring subcontractor payment requirements, lien waivers, and releases, as applicable to company procedures and Florida requirements.
• Assist with month-end closing activities, including identifying outstanding invoices and recording accounts payable accruals when required.
• Review open invoices, aged payables, vendor credits, and outstanding purchase orders.
• Provide supporting documentation and schedules for internal and external audits.
• Maintain organized records to support financial reporting and compliance requirements.

Qualifications & Experience

• 3 years of accounts payable experience in construction with a strong preference for paving, asphalt, road construction or related field.
• Demonstrated experience managing the full accounts payable cycle from invoice receipt through payment and reconciliation.
• Familiarity with construction accounting, job costing, purchase orders, cost codes, and subcontractor invoicing.
• Working knowledge of general ledger coding, vendor statement reconciliations, and month-end close procedures.
• Proficiency in Microsoft Excel, and experience with Sage software.
• Strong organizational skills and the ability to manage a high volume of invoices and competing deadlines.
• Excellent written and verbal communication skills.
• Strong problem-solving skills and the ability to research and resolve discrepancies independently.
• High level of accuracy, integrity, accountability, and attention to detail.

Company Benefits:

Health, Dental, Vision, Paid Time Off, 401K, and matching and more!