Accounts Payable Specialist

Position: Accounts Payable Specialist - 18035
Role:
Accounts Payable Specialist

Priority

Location:

South Africa / Latin America

Working Hours:

8AM - 5PM (Mon - Fri) EST

Salary Range: $2000 - $2500 USD ($) per month

(The final offer is at the client's discretion and depends on the candidate's interview result, skills, and experience.)

Type of contract:
Independent Contractor

Type of job:
Remote

About the Company:

The business is a growing U.S.

-based parking lot maintenance and paving company headquartered in Philadelphia. They operate two divisions:

National Division - Managing and brokering paving and repair projects across the United States for major brands such as CVS and Walmart.

Local Division - Self-performing work in select markets.

With over 1,500 work orders completed annually and projects spanning multiple states, their business relies on strong financial controls and timely vendor payments to keep operations running smoothly.

Role Overview :

This is a hands-on Accounts Payable position focused heavily on Quick Books. You will work closely with their internal leadership team, including their Controller, to manage vendor invoices, maintain financial accuracy, and support the integrity of our accounting systems.

This role is ideal for someone who enjoys executing core accounting functions at a high level and wants to build long-term stability in a dedicated AP position (this is not a CFO-track role).

Key Responsibilities:

Invoice Management & Coding

• Process high-volume vendor invoices accurately within Quick Books, ensuring all data received via email is captured and entered promptly.
• Code invoices correctly by distinguishing between Cost of Goods Sold (COGS) and General & Administrative (G&A) expenses.
• Verify subcontractor invoices by matching them against approved Purchase Orders and researching any discrepancies.
• Organize and digitize all records on the shared drive using a strict naming convention (Vendor/Invoice #/Date/Amount) for easy retrieval.

Payment Processing

• Review unpaid check reports and select invoices for payment based on specific vendor terms, company cash flow and discussion with Controller
• Execute approved payments and preparing ACH files for batch processing.
• Distribute payments and update internal tracking systems like Basecamp to ensure real-time visibility for partners.

Reconciliation & Reporting

• Reconcile company credit card statements within the General Ledger using Concur to ensure expense accuracy.
• Update various General Ledger accounts weekly and monthly to support a smooth month-end close, and assist with reconciliation in Excel
• Assist in the preparation of weekly cash flow reports to help leadership manage financial priorities.

Compliance & Vendor Relations

• Maintain the Vendor Certificate of Insurance (COI) worksheet, proactively tracking expirations and securing updated documents.
• Act as the primary point of contact for vendor inquiries, resolving issues regarding payment status or invoice errors professionally.

Required

Qualifications & Skills:

• Minimum 3 years of experience in Accounts Payable or general accounting
• Strong working knowledge of Quick Books (required)
• Strong experience using Excel
• Experience using Concur (or similar expense management software)
• Experience supporting U.S.
  
  -based businesses (construction or service-based industries preferred)
• Strong attention to detail and organizational skills
• Ability to work independently in a fully remote environment
• Clear written and verbal English communication skills

Preferred

Qualifications & Skills:

• Experience in construction, contracting, or project-based businesses
• Familiarity with managing high invoice volume
• Accounting certification or CPA background (not required, but welcome)

What Success Looks Like:

• Invoices are entered accurately and on time
• Credit card transactions are reconciled consistently
• Vendor documentation is organized and up to date
• The AP process runs smoothly with minimal oversight
• Leadership gains confidence in the reliability and structure of the accounting function