Accounts Payable Specialist

Job description:

Job Title:

Accounts Payable Specialist

Department:
Accounting / Finance

Servpro Team Cowell is a premier water and fire mitigation, restoration, and construction company serving multiple locations across the state of Wisconsin. We specialize in helping property owners recover from unexpected disasters by providing rapid emergency mitigation and full‑scale construction rebuild services. We pride ourselves on quality workmanship, integrity, and exceptional customer service during stressful times.

We are seeking a detail‑oriented and proactive Accounts Payable Specialist to join our growing team. In this role, you will be responsible for managing all daily accounts payable functions, ensuring accurate job costing, and maintaining strict vendor compliance. Because our projects move quickly from emergency mitigation to structural rebuilds, the ideal candidate must be highly organized, comfortable in a fast‑paced construction environment, and possess a strong understanding of allocating expenses to specific jobs.

• Accounts Payable & Expense Management:
  • Process, verify, and route all vendor invoices and subcontractor pay applications for approval in a timely manner.
  • Accurately code and enter invoices into the accounting system (e.g., Quick Books, Sage, or specific software).
  • Manage and reconcile corporate credit card accounts, ensuring all receipts are collected, verified, and correctly assigned to the proper general ledger accounts and projects.
  • Prepare and process weekly check runs, ACH transfers, and electronic payments.
  • Reconcile vendor statements, research discrepancies, and resolve billing issues professionally and promptly.
  • Serve as the primary point of contact for all vendor and subcontractor payment inquiries.
• Vendor Compliance:
  • Manage the onboarding of new vendors and subcontractors.
  • Collect, track, and maintain up‑to‑date W‑9 forms for all vendors.
  • Strictly enforce Certificate of Insurance (COI) compliance. Ensure all subcontractors have active and adequately limited Workers' Compensation and General Liability insurance on file before any payments are released.
  • Assist in year‑end 1099 preparation and reporting.
• Job Costing Support:
  • Work closely with Project Managers and Estimators to ensure all material purchases, subcontractor invoices, and credit card expenses are accurately coded to the correct job and cost code.
  • Aid in the review of job profitability reports by ensuring no job‑related expenses are left unassigned or miscategorized.
  • Assist the accounting team in month‑end and year‑end closing procedures by verifying that all AP and job‑costing data is entered and reconciled.

• Experience:
  
  2+ years of Accounts Payable experience required.
• Industry Knowledge:
  Previous experience in construction, restoration, or mitigation is highly preferred.
• Job Costing
  
  Experience:
  
  Solid understanding of construction job costing and expense allocation.
• Compliance:
  Familiarity with managing subcontractor compliance, specifically W‑9s, 1099s, and COIs.
• Technical
  
  Skills:
  
  Proficiency in accounting software (e.g., Quick Books, Sage 100 Contractor, Foundation, or similar) and Microsoft Office/Excel.
• Soft Skills:
  
  High level of accuracy, strong attention to detail, excellent organizational skills, and the ability to communicate effectively with field staff, management, and external vendors.

• $45,000 to $55,000/yr base salary depending on experience
• PTO
• Health Insurance
• Dental Insurance
• Vision Insurance
• Simple‑IRA with 3% match

• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location:

In person

Job description provided by Servpro Team Cowell