AP​/AR Specialist

Job Title:

AP / AR Specialist & Payroll Coordinator
Department:
Accounting & Finance

Reports To:

Senior Accountant or Controller
Industry: Construction Materials – Stone & Tile

Employment Type:

Full-Time

We are representing a successful, growth-oriented stone and tile company seeking a highly reliable AP / AR Specialist & Payroll Coordinator to own the day-to-day transaction engine of the accounting function. This is a mission-critical seat responsible for managing vendor payables, customer receivables, and payroll processing with precision, timeliness, and strong internal controls.

This role is best suited for a detail-driven accounting professional who thrives in an operational environment involving job costing, project billing, field labor payroll, and high vendor volume. The right candidate is process-oriented, systems-comfortable, and communicates well with vendors, customers, field supervisors, and internal leadership.

• Ensure accurate and timely vendor payments
• Drive disciplined customer billing and collections
• Maintain clean AP/AR subledgers and audit trails
• Deliver accurate, compliant payroll processing
• Support working capital visibility and control
• Protect the company through documentation and compliance discipline

• Process high-volume vendor invoices across materials, freight, subcontractors, and overhead
• Verify invoice approvals, coding, and job/project allocations
• Match invoices to purchase orders and receiving documents where applicable
• Maintain vendor master records and W-9 documentation
• Prepare and execute weekly payment runs (check, ACH, wire)
• Monitor due dates and discount opportunities
• Prevent duplicate or erroneous payments through control procedures
• Manage 1099 tracking and year-end vendor reporting support
• Resolve vendor inquiries and statement discrepancies
• Support AP accruals and cutoff accuracy at month-end

• Generate accurate customer invoices tied to projects, deliveries, and contracts
• Issue progress billing and final billing packages when applicable
• Distribute invoices and statements to customers
• Apply incoming payments (check, ACH, wire, card) accurately
• Maintain AR aging schedules
• Perform structured collections follow-up on overdue balances
• Partner with sales and operations to resolve billing disputes
• Reconcile customer accounts and credits
• Support lien waiver and documentation requests where applicable
• Assist with cash application and deposit reconciliation

• Process recurring payroll for hourly and salaried employees, including field and shop labor
• Validate time and wage data from timekeeping systems
• Review overtime, prevailing wage, and job-based pay elements where applicable
• Coordinate with third-party payroll provider or in-house payroll software
• Prepare and post payroll journal entries to the GL
• Maintain payroll records and audit documentation
• Support year-end payroll reporting (W-2 support, reconciliations)

• Strong working knowledge of AP and AR workflows
• Hands-on invoice and payment processing experience
• Payroll processing and compliance fundamentals
• Comfort with construction / materials / project-based billing environments
• High accuracy and documentation discipline
• Ability to manage deadlines and transaction volume
• Vendor and customer communication skills
• Strong reconciliation and problem-resolution ability
• Solid Excel capability (sorting, lookups, basic formulas)
• Strict confidentiality with payroll and employee data

• 3–5+ years combined AP/AR experience
• Experience in construction, building materials, stone, tile, or related trades
• ERP or accounting system experience (job costing preferred)
• Multi-location or multi-entity accounting exposure
• Certified Payroll Professional (CPP) — a plus, not required
• Experience with project billing or progress billing — strongly preferred