Accounts Payable Specialist

Job Title:

Accounts Payable Specialist

Job Description

The Accounts Payable Specialist oversees monthly billing and accounts payable activities, ensuring accurate coding, proper charges in accordance with agreement terms, and timely financial processing for all projects.

Responsibilities

+ Process monthly billing for the company, ensuring all charges align with the terms of contracts and agreements.

+ Prepare and bill AIA documents and time and materials (T&M) invoices using Vista Construction Management Software.

+ Initialize, review, and send billings to customers in a timely and accurate manner.

+ Scan and attach all invoices into the computer system to maintain complete and organized electronic records.

+ Collaborate with multiple project managers and work within various customer portals to manage billing and documentation.

+ Maintain billing files for all projects and close jobs in the system when work is completed.

+ Review and send customer statements on a monthly basis to support collections and account reconciliation.

+ Monitor past due invoices, contact customers regarding outstanding balances, and record detailed notes in the computer system for follow-up and review.

+ Process timecards for the assigned company entity, ensuring accurate entry for job cost and payroll purposes.

+ Execute applicable updates and generate reports for job cost tracking and analysis.

+ Review vendor statements and reconcile them with internal records to resolve discrepancies.

+ Receive, process, and post accounts payable invoices, ensuring accurate coding and timely payment.

+ Review compliance holds on payments and release them as necessary in accordance with company policies and project requirements.

+ Manage subcontract and purchase order lien waivers, ensuring proper documentation is collected and maintained.

+ Operate office machinery such as phones, copiers, and related equipment as part of daily duties.

+ Perform other related accounting and administrative duties as assigned to support project and company operations.

Essential Skills

+ At least 2 years of accounts payable experience, including processing and posting payable invoices.

+ Proficiency in Microsoft Office applications, including Word, Excel, and Outlook.

+ Ability to accurately process billing, AIA documents, and T&M invoices.

+ Strong attention to detail and accuracy in coding, documentation, and job cost adjustments.

+ Excellent communication skills for interacting with project managers, vendors, and customers.

+ Basic skills in operating office machinery such as phones, copiers, and related equipment.

Additional

Skills & Qualifications

+

Experience with Vista Viewpoint or Vista Construction Management Software is preferred.

+ Background in the construction industry is highly preferred.

+

Experience with vertical construction or site-work projects is beneficial.

+ Ability to work with multiple project managers and navigate various customer billing portals.

+ Comfort working with certified payroll processes, including collecting, reviewing, preparing, and notarizing reports.

Work Environment

This is a full-time, on-site role with a standard schedule of Monday through Friday, 7:30 a.m. to 4:30 p.m. Employees who take a 30-minute lunch may end their workday earlier on Fridays, typically around 2:00 p.m. The dress code is business casual. The work is primarily performed in an office setting, with basic office equipment such as phones and copiers used daily.

The environment involves only occasional exposure to noise, stress, and time pressures, and is seldom exposed to odor, dirt, heat, cold, poor ventilation, smoke, or personal safety concerns.

Interviews are happening this week! If interested, please send over your most recent resume to smauriello  () …