Accounts Payable Specialist - Heavy/Underground Utility Construction Company

Position Objectives and Responsibilities

Spiniello Companies is a privately held, national, full-service utility contractor. Founded in 1922, we are one of the few companies that fully self-performs all aspects of open cut and specialty pipe rehabilitation. Headquarters in New Jersey, we also have office locations in Maryland, Washington D.C., and California.

The Accounts Payable Specialist will be part of a team that is responsible for the company's accounts payable function, ensuring timely and accurate processing of invoices, payments, and maintaining effective vendor relationships. This role will work closely with the Purchasing and Receiving departments. This role is part of the Finance Department and will provide various reporting and administrative tasks to ensure smooth financial operations.

Key Responsibilities:

• Invoice Processing:
  • Review and verify all incoming vendor invoices for accuracy and completeness
  • Match purchase orders (PO), receipts, and invoices (3-way match)
  • Code invoices appropriately for entry into the accounting system
  • Process subcontractor AIA invoices by reconciling billing amounts and retention
• Vendor Management:
  • Maintain vendor files, including W-9s, address updates, and name changes
  • Set up and maintain vendor accounts in the accounting system
  • Communicate with vendors regarding payment inquiries and resolve discrepancies as needed
• Payment Processing:
  • Prepare and process disbursements for all approved invoices including checks with remittance advice and mail as needed
• Reporting and Reconciliation:
  • Perform monthly reconciliation of vendor accounts
  • Generate AP and job cost reports as requested by Executives and Project Managers
• Collaboration & Communication:
  • Maintain and address vendor emails and inquiries efficiently
  • Coordinate with internal departments to resolve issues and provide necessary reports

Position Requirements and Qualifications

• Minimum 3 years of Accounts Payable experience is required; Preferably 4 years of Accounts Payable experience
• Some college preferred or HS diploma, or equivalent years of experience
• Experience in the construction industry is strongly preferred
• Prior experience with Sage or Foundation construction software is a plus
• Exceptional organizational, multi-tasking abilities, problem-solving skills, critical thinking, analytical, quantitative, interpersonal skills, with strong attention to detail, and time management skills
• Excellent written and verbal communication skills and able to effectively communicate with employees at all levels of the company and vendors.
• Self-motivated team player who can also work independently; punctual and trustworthy
• Proficiency in Microsoft Outlook, Excel, and Word, required
• Willing to learn new tasks