Accounts Payable Specialist

Accounts Payable Specialist/Construction Administration

Position Summary

The Accounts Payable Specialist/Construction Administration is responsible for the accurate and timely processing of vendor invoices, HOA and construction accounts payable, payments, reconciliations, and maintenance of vendor records for the company and affiliated homeowners' associations. This position also provides administrative support to the construction and project management teams through purchase order management, permit coordination, change order processing, and project file maintenance.

The ideal candidate is highly organized, detail-oriented, customer-focused, and able to manage multiple priorities and deadlines in a fast-paced environment. This role plays a critical part in ensuring smooth project execution, maintaining strong vendor relationships, and supporting the company's commitment to exceptional customer service.

Essential Duties and Responsibilities

Accounts Payable Processing

• Verify, code, and process vendor invoices for the company and affiliated homeowners' associations.
• Review invoices for accuracy and ensure appropriate approvals are obtained prior to payment.
• Match invoices to purchase orders and work orders, investigating and resolving discrepancies as needed.
• Process HOA invoices, vendor payments, and check requests.
• Process employee expense reports and reimbursements.
• Assist with bi-weekly cash flow preparation and payment scheduling.
• Ensure timely and accurate payment of all approved invoices.
• Reconcile vendor statements and resolve discrepancies.
• Reconcile company credit card statements and supporting receipts.

Vendor and Subcontractor Management

• Establish and maintain vendor and subcontractor accounts.
• Maintain accurate vendor records, including contact information, payment terms, insurance certificates, and tax documentation.
• Coordinate and maintain subcontractor and vendor files, including:
• W-9 forms
• General Liability Insurance Certificates
• Workers' Compensation Certificates
• Other required compliance documentation
• Foster positive relationships with vendors and subcontractors.
• Ensure vendor compliance documentation remains current and complete.

Construction and Project Coordination

• Create and manage purchase orders and work orders from approved quotes.
• Verify and record purchase order variances, field purchase orders, and change requests within the accounting and project management systems.
• Review open purchase orders and work orders to ensure validity, accuracy, and proper accounting treatment.
• Secure permits for projects and individual homes as construction begins, including:
• Coordinating with engineers and municipalities
• Completing permit applications and related forms
• Requesting, processing, and delivering permit payments
• Tracking permit approvals and documentation
• Update pricing information, budgets, and estimates as subcontractor costs and project requirements change.
• Process and track all customer and construction change orders.
• Provide timely assistance to Sales, Project Managers, and customers regarding selections, upgrades, and pricing information.
• Maintain complete and organized project files from project inception through community closeout.

Financial Recordkeeping and Administration

• Maintain accurate financial records and supporting documentation.
• Organize and maintain vendor files, paid invoices, open invoices, and project documentation in accordance with company procedures.
• Ensure accurate entry and maintenance of project-related financial information.
• Assist with maintaining accounting and administrative systems that support operational efficiency.
• Recommend and implement improvements to accounts payable and administrative processes.

Administrative and Customer Service Support

• Answer incoming telephone calls and provide professional customer service.
• Assist the Controller, Construction Manager, Company President, HOA Management Team, and Sales Team with special projects and administrative tasks.
• Assist in ensuring a smooth construction process through timely communication and follow-up.
• Support customer satisfaction by responding promptly and courteously to inquiries and requests.
• Maintain an organized workspace and filing system.

Qualifications

Education

• Associate's Degree in Accounting, Business Administration, Finance, Construction Management, or related field preferred.
• Equivalent combination of education and experience may be considered.

Experience

• Minimum of 2 years of accounts payable, bookkeeping, accounting, construction administration, or related experience preferred.
• Experience in residential construction, real estate development, property management, HOA/community association management, or builder development is highly desirable.
• Experience working with subcontractors, permitting processes, and vendor compliance documentation preferred.

Knowledge, Skills, and Abilities

• Strong understanding of accounts payable processes and accounting principles.
• Excellent organizational, time management, and prioritization skills.
• Ability to manage multiple projects, deadlines, and responsibilities simultaneously.
• High level of accuracy and attention to detail.
• Strong communication and customer service skills.
• Ability to work effectively with vendors, subcontractors, customers, and internal team members.
• Proficiency in accounting software and Microsoft Office applications, particularly Excel.
• Ability to maintain confidentiality and handle sensitive financial information.
• Self-motivated with a proactive approach to problem-solving and process improvement.

Performance Expectations

Success in this position will be measured by:

• Accurate and timely processing of invoices, payments, purchase orders, permits, and change orders.
• Accuracy and completeness of vendor, subcontractor, and project records.
• Timely reconciliation of vendor and credit card accounts.
• Organization and maintenance of vendor files, project files, and invoice records.
• Effective management of priorities and deadlines.
• Professional support provided to customers, vendors, subcontractors, and internal departments.
• Compliance with company policies, procedures, and documentation requirements.
• Contribution to efficient project execution and customer satisfaction.
• Maintenance of an organized and professional work environment.

Pay: $21.00 - $25.00 per hour

Benefits:

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

Work Location: In person

Salary : $21 - $25