Accounts Payable Specialist

Description

Howard Building Corporation (HBC) is a leading commercial construction company dedicated to delivering high-quality projects through strong client relationships, operational excellence, and a commitment to employee ownership. As an ESOP-owned company, we believe our employees directly contribute to our success and have the opportunity to share in the value they help create.

We are seeking a detail-oriented and proactive Accounts Payable Specialist to join our Accounting team. This position plays a critical role in supporting project operations, maintaining strong vendor and subcontractor relationships, and ensuring timely and accurate processing of construction-related financial transactions.

• Establish and maintain vendor and subcontractor records.
• Process and maintain W-9 documentation and vendor compliance records.
• Collect and track preliminary notices, bonds, insurance certificates, union letters, tax-exempt documentation, and other compliance requirements.
• Assist with subcontractor onboarding and documentation management.

• Receive, review, and process vendor and subcontractor invoices.
• Determine whether invoices are project-related or overhead expenses and route for appropriate approval.
• Apply preliminary coding to overhead invoices using the Company's Chart of Accounts.
• Verify invoice accuracy, approvals, supporting documentation, and compliance requirements prior to payment.
• Process weekly AP check runs and electronic payments.
• Maintain organized digital records of invoices and supporting documentation.
• Reconcile vendor statements and promptly resolve discrepancies.
• Respond to vendor inquiries and maintain positive vendor relationships.

• Collect, review, and maintain conditional and unconditional lien waivers.
• Verify subcontractor compliance requirements prior to payment.
• Process subcontractor payment requests and supporting documentation.
• Assist with payment administration through GC Pay or similar construction payment platforms.

• Maintain accurate job cost records and supporting documentation.
• Assist project teams with vendor invoice coding and job cost allocations.
• Support project managers and project engineers with questions related to job costs and vendor activity.
• Review project-related expenses for completeness and accuracy.
• Assist with budget-versus-actual cost reporting and research variances as requested.

• Assist with month-end closing activities related to accounts payable.
• Support account reconciliations and audit requests.
• Prepare reports and schedules as requested by management.
• Perform other duties and special projects as assigned.

• 3+ years of accounts payable experience, preferably within the construction industry.
• Strong understanding of vendor invoices, subcontractor payments, and job-cost accounting.
• Experience processing high-volume invoices with strong attention to detail.
• Proficiency in Microsoft Excel, Outlook, and other Microsoft Office applications.
• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Excellent verbal and written communication skills.
• Ability to work independently while maintaining a collaborative team approach.
• Ability to maintain confidentiality and handle sensitive financial information appropriately.

• Construction accounting experience.
• Experience with lien waivers, subcontractor compliance, and construction documentation.
• Experience with GC Pay or similar subcontractor payment platforms.
• Experience with Sage 300 CRE or other construction ERP/accounting systems.
• Understanding of job cost accounting concepts and construction project workflows.
• Associate's or Bachelor's degree in Accounting, Finance, Business, or related field.

The ideal candidate:

• Takes ownership of their responsibilities and follows through on commitments.
• Is highly organized and detail-oriented.
• Works well in a fast-paced construction environment.
• Proactively identifies issues and recommends solutions.
• Builds positive working relationships with project teams, vendors, subcontractors, and coworkers.
• Demonstrates flexibility and adaptability as priorities change.
• Embraces continuous learning and process improvement.

Most of the information we collect is information provided directly by you and includes information…