Accounts Payable Specialist

The Accounts Payable Specialist processes high-volume invoices accurately and on time, supports project and purchasing teams with invoice and purchase order reconciliation, and ensures vendors are paid according to agreed terms. This role maintains thorough documentation in the ERP system, resolves invoice and payment discrepancies, and provides professional, timely support to internal stakeholders and external vendors in a fast-paced environment.

• Prioritize invoices based on cash discount potential and payment terms to optimize cash flow and ensure timely payments.
• Review all invoices for appropriate documentation, approvals, and accuracy prior to processing in the Viewpoint ERP system.
• Resolve purchase order, contract, invoice, and payment discrepancies by researching issues, obtaining clarification, and securing appropriate documentation.
• Ensure credit is received and properly applied for all outstanding credit memos.
• Process check requests and prepare cash runs, including generating checks and EFTs in accordance with company procedures.
• Obtain all required signatures for checks and electronic funds transfers and distribute payments to vendors in a timely manner.
• Reconcile vendor statements regularly, identify missing or outstanding invoices, and correct any discrepancies.
• Communicate with vendors to respond to inquiries and resolve questions regarding payments, invoice status, and discrepancies.
• Maintain accounts payable files and documentation thoroughly, accurately, and in compliance with company policies and best practices.
• Assist Project Managers with reconciling invoices to purchase order and subcontract commitments, ensuring accurate coding and alignment with project budgets.
• Handle document management tasks related to accounts payable, including organizing and indexing documents in document handling software.
• Perform basic business mathematical functions to verify invoice amounts, discounts, and credits.
• Manage workload effectively in a fast-paced, high-volume environment, meeting deadlines with a strong focus on accuracy and timeliness.
• Collaborate with team members and other departments to support continuous process improvement and maintain strong internal relationships.
• Comply with all operating policies, procedures, plans, and programs related to accounts payable and financial operations.
• Perform additional duties as assigned, aligned with the roles responsibilities within the business.

• High school diploma.
• 13 years of related accounts payable experience in a high-volume, fast-paced environment.
• Experience working with an intermediate ERP system, preferably with exposure to Viewpoint.
• Experience in accounts payable or a similar accounting or finance role.
• Strong written and verbal communication skills.
• Ability to prioritize workload effectively in a fast-paced, multi-task environment.
• High attention to detail and a strong commitment to accuracy.
• Professional, reliable, and accountable work approach.
• Self-motivated and proactive attitude with the ability to work independently.
• Demonstrated ability to perform basic business mathematical functions.
• Ability to work both independently and as part of a team in a high-volume setting with emphasis on timeliness.
• Excellent organizational and problem-solving skills, with effective time management.
• Ability to interact with employees and vendors in a professional manner.
• Ability to maintain confidentiality of customer and vendor information.
• Compliance with all operating policies, procedures, plans, and programs.

• Two- or four-year degree in Accounting or Finance is preferred but not required.
• Some accounting and finance background through a degree, internship, or similar work experience.
• Exposure to Viewpoint ERP or similar enterprise resource planning systems.
• Experience with document handling software and electronic document management.
• Prior experience in the construction industry is preferred but not required.
• Strong customer service mindset when working with vendors and internal stakeholders.
• Ability to adapt to change and contribute positively to a collaborative team culture.

This role operates in a professional, fast-paced office environment with a focus on high-volume accounts payable processing. The position is fully onsite Monday through Friday, providing consistent in-person collaboration with accounting, project management, and other internal teams. After the…