AP Specialist

Position Summary

The Accounts Payable Specialist is responsible for managing the full accounts payable cycle while maintaining positive vendor relationships and supporting the accounting department's month‑end close process. The ideal candidate has at least two years of full‑cycle AP experience, strong organizational skills, and the ability to thrive in a fast‑paced environment.

• Process high volumes of vendor invoices accurately and efficiently.
• Match invoices to purchase orders and receiving documentation.
• Verify proper approvals and coding to general ledger accounts.
• Enter invoices into the accounting system and schedule payments.
• Process weekly check runs, ACH payments, and credit card reconciliations.
• Reconcile vendor statements and resolve discrepancies promptly.
• Communicate with vendors regarding payment status and account issues.
• Assist with job cost coding and project‑related expense tracking.
• Maintain W-9 documentation and assist with annual 1099 preparation.
• Work closely with project managers and purchasing personnel to resolve invoice issues.
• Maintain organized electronic and physical AP records.
• Support month‑end and year‑end closing procedures.
• Assist Controller or Accounting Manager with additional accounting tasks as assigned.

• Minimum 2 years of full‑cycle Accounts Payable experience.
• High school diploma or equivalent (Associate's degree in Accounting preferred).
• Strong proficiency in Microsoft Excel and Outlook.
• Excellent attention to detail and accuracy.
• Strong organizational and time management skills.
• Ability to prioritize multiple deadlines.
• Professional communication skills.

• Experience in commercial HVAC, mechanical contracting, or construction accounting.
• Familiarity with job costing and purchase order systems.
• Experience with ERP or accounting software such as Sage, Viewpoint, Foundation, Spectrum, or similar.
• Understanding of lien waivers, subcontractor documentation, and construction billing processes.