AP Specialist

The Accounts Payable Specialist is responsible for processing and maintaining accurate financial records related to vendor and subcontractor invoices, payments, and compliance documentation. This role supports the day-to-day operations of the Accounts Payable department by ensuring invoices are coded, approved, and paid in accordance with company policies, contract terms, and regulatory requirements. The Accounts Payable Specialist works closely with vendors, subcontractors, project managers, and internal staff to resolve discrepancies, maintain compliance, and support the Accounting Department’s goals.

Responsibilities

• Review, verify, and enter vendor and subcontractor invoices into the accounting system with proper coding and documentation.
• Match invoices to purchase orders, contracts, and lien waivers where applicable.
• Process weekly and monthly payment runs, including checks, ACH, and wire transfers.
• Reconcile vendor statements, research discrepancies, and resolve issues in a timely manner.
• Maintain and update vendor records, including W-9s, insurance certificates, and compliance documentation.
• Support subcontractor compliance with lien waivers, retainage requirements, and insurance tracking.
• Review and code corporate credit card transactions; perform monthly reconciliations.
• Assist with month-end and year-end closing, including accruals and reconciliations.
• Prepare and file year-end 1099s in compliance with IRS regulations.
• Respond promptly and professionally to vendor inquiries and internal requests.
• Support internal and external audits by providing required documentation.
• Assist with process improvements, automation, and implementation of new accounting tools or procedures.

Required Skills

• Strong knowledge of accounts payable principles, processes, and best practices.
• High attention to detail and accuracy in data entry and reconciliation.
• Strong organizational and time management skills; ability to manage multiple priorities in a fast-paced environment.
• Effective written and verbal communication skills for interacting with vendors, subcontractors, and internal staff.
• Ability to work both independently and collaboratively in a team environment.
• Proficiency with Microsoft Office Suite, particularly Excel.
• Experience with accounting and construction management software preferred

Qualifications

• Associate’s degree in Accounting, Finance, or related field; Bachelor’s degree preferred.
• Minimum of 3 years’ experience in Accounts Payable, with construction industry experience strongly preferred.
• Familiarity with lien waivers, subcontractor compliance, and retainage processing a plus.
• Experience preparing and filing 1099s preferred.

Benefits