What are the responsibilities and job description for the Accounts Payable Manager position at Grayson Carter and Son Contracting?
Position Title: Accounts Payable Manager
Department: Accounting
Location: Athens, AL
Position Summary:
The Accounts Payable Manager oversees the accounts payable function for our civil construction company. This role is responsible for ensuring vendor invoices, subcontractor payments, and compliance documents are processed on time and with great accuracy. The AP Manager also supervises the AP team, develops, maintains and enforces policies, and works closely with project managers, subcontractors, and senior management to maintain strong financial controls and support project success.
Key Responsibilities
Daily Operations & Team Supervision:
- Manage accounts payable staff to ensure proper coding to job cost and general ledger accounts, purchase orders, and contracts.
- Reconcile invoices against supporting documentation (delivery tickets, work completed, trucking logs).
- Assist with updating and managing the company’s third-party accounts payable solution.
- Onboard and train new users. Monitor and make certain that invoices are processed through the system in a timely manner.
- Assist with scheduling payments according to terms and cash flow, ensuring accuracy and timeliness.
- Reconcile vendor statements timely and efficiently and ensure any outstanding invoices or items are resolved. Verifying any outstanding credits are recorded and applied in a timely manner.
Process Improvement & Performance Management:
- Ensure that processes are documented and in place to monitor and maintain vendor compliance.
- Monitor and improve AP processes for efficiency, accuracy, compliance, and scalability.
- Develop and distribute accounts payable reports and dashboards from the ERP system and third-party AP solution.
- Monitor AP metrics, trends, risks, and performance, providing recommendations to senior management.
- Resolve escalated vendor disputes and maintain strong subcontractor/supplier relationships.
- Ensure that all vendor relation information in the ERP system is complete and accurate and updated.
Compliance & Financial Controls:
- Ensure vendor and subcontractor compliance by maintaining W-9s, insurance certificates, contracts, and lien releases. Maintain and update processes as needed.
- Prepare and submit annual 1099 filings.
- Maintain complete, accurate, and audit-ready documentation.
- Support month-end and year-end close activities, including AP accruals and reconciliations.
- Assist with internal and external audits.
- Maintain strong vendor relationships by resolving escalated payment issues professionally and promptly.
Collaboration & Communication:
- Collaborate with project management and accounting staff to ensure proper job cost coding and cost allocations.
- Communicate effectively across departments to support efficient operations and financial accuracy.
Safety & Compliance:
- Wear Personal Protective Equipment (PPE) on all job sites as required.
- Follow all company safety policies and procedures while performing assigned duties.
- Maintain compliance with company policies, accounting standards, and applicable regulatory requirements.
Job Qualifications/Requirements:
- Bachelor's degree in Accounting, Finance, or a related field preferred.
- Minimum of five (5) years of progressive Accounts Payable experience, with at least two (2) years in a supervisory or leadership role.
- Experience in civil construction, heavy construction, or a related industry preferred.
- Experience with accounting and ERP systems (such as Sage Intacct) and third-party accounts payable workflow solutions.
- Proficiency in Microsoft Excel, Word, Outlook, Teams, and other Microsoft Office applications.
- Ability to visit job sites as needed.
- Excellent verbal and written communication skills
- Ability to maintain good relationships with all office and field staff
- Excellent organizational skills and attention to detail.
- Strong analytical and problem-solving skills.
- Ability to deal sensitively with confidential material
- Strong attention to detail, organizational skills, and ability to manage multiple deadlines.
- Ability to thrive in a fast-paced, deadline-driven environment.
- Perform other duties as assigned
- Represent and promote Grayson Carter and Son Contracting in a professional, ethical, and honest manner.
- Ability to obtain an Arsenal and FBI badge.
- Physically able to stand, walk, sit, crouch, kneel, climb, and occasionally lift up to 25 pounds.
- Successfully pass a pre-employment drug screen.
Grayson Carter and Son Contracting, Inc. is an Equal Opportunity Employer.
EEO Statement:
Grayson Carter and Son Contracting, Inc. is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, sex, sexual orientation, gender identity, veteran status, disability, and/ or other legally protected status.