Accounts Payable Specialist

Efficiency Vendor assignment Accounts Payable (AP) Systems + Control Specialist Who We Are Schamber Company is a $50M residential and multifamily electrical contractor serving major builders across Southern California. We complete approximately 4,000 homes annually and operate a no-inventory model , where all materials ship directly to job sites from vendors. This creates a high-volume, system-driven accounts payable environment where accuracy directly impacts field operations, job cost integrity, and vendor relationships. We operate with discipline across six KPI categories: People Quality & Service Finance Growth Efficiency Technology This role is part of the Administration team and is a core financial control and systems execution function . Role Summary This is not a clerical AP role . You operate within a partially automated invoice processing system (Trimble Auto Invoice + Spectrum ERP) and are responsible for: Ensuring system-generated data is accurate before it impacts financials Managing exceptions and correcting automation errors Protecting job cost accuracy at scale Maintaining vendor integrity and payment accuracy You are the control point between automation, vendors, and job cost accounting . Key Responsibilities Automated Invoice Processing & Control Process ~1,200 invoices per month using Trimble Auto Invoice and Spectrum ERP Review OCR-captured invoices for accuracy: Vendor assignment Invoice number, date, totals Line items and pricing Match invoices to purchase orders, job codes, and delivery confirmations Identify and resolve system exceptions: OCR misreads Duplicate invoice flags Missing or incorrect job coding Perform final validation before posting — no downstream corrections AP Systems Management (Trimble Auto Invoice) Monitor Auto Invoice queue daily Clear system exceptions and flagged invoices Correct OCR-related errors and incomplete data capture Ensure proper invoice routing (approvals, coding, posting) Minimize manual intervention through disciplined processing Identify recurring system issues and elevate for correction Support continuous improvement of automation rules and workflows Job Cost Protection & Accuracy Ensure correct job and cost code assignment on every invoice Verify materials billed align with actual job site delivery Identify and resolve: Incorrect job allocations Duplicate shipments or billings Billing vs delivery mismatches Flag unauthorized or non-PO purchases Prevent misallocated costs from reaching financial reporting Vendor Management & Data Integrity Manage vendor onboarding and maintenance: W9 collection ACH/payment setup Contact information Maintain vendor records in Spectrum ERP Prevent duplicate vendor creation and incorrect entity setup Track 1099 classification and ensure data accuracy Perform ongoing data audits for vendor record integrity Vendor Communication & Reconciliation Serve as primary AP contact for vendors (CED, United Electric Supply, etc.) Resolve invoice discrepancies and billing issues Perform vendor statement reconciliations Communicate payment status and remittance details Escalate unresolved issues with clear documentation AP Inbox & Workflow Control Maintain shared AP inbox with zero backlog expectation Triage and prioritize invoices and vendor inquiries daily Meet same‑day response SLA for all vendor communication Category invoices: PO-backed vs non-PO Urgent vs routine Enforce standardized invoice submission requirements Payment Processing & Financial Controls Prepare and validate payment batches (check + ACH) Perform pre‑payment audits: Duplicate detection Pricing validation Proper approvals and documentation Support ACH file preparation and validation Manage payment exceptions: Voids Reissues Stop payments Track and apply credits and credit memos Send remittance details to vendors Reconcile American Express and other company credit card statements Validate all credit card transactions against receipts, job codes, and supporting documentation Identify and resolve: Missing receipts Incorrect job allocations Unauthorized or duplicate charges Ensure credit card activity is accurately recorded and coded in the ERP Support monthly close by ensuring all card transactions are posted and reconciled Compliance, Audit & Fraud Prevention Ensure W9 collection and validation for all vendors Flag missing or incomplete tax documentationSupport accurate 1099 reporting Validate vendor banking changes using verification procedures Maintain complete audit trail in ERP Document all discrepancies and exception handling Month‑End Close Support Ensure all invoices are posted before close deadlines Assist with AP aging review and cleanup Identify: Received not invoiced (RNI) items Missing vendor billings Support reconciliation of AP subledger to GL Provide documentation for Controller and audit requests Reporting & Issue Visibility Support AP aging reporting Track invoice volume, backlog, and error rates Identify trends in: Vendor errors Late submissions Recurring discrepancies Escalate systemic issues affecting financial accuracy or operations Process Discipline & Continuous Improvement Execute AP workflow with checklist‑driven discipline Maintain and improve documented SOPs Identify automation and efficiency opportunities Support ERP improvements and workflow optimization Standardize repeatable processes to improve scale Vergo Workflow & Expense Processing Submit and manage Vergo transactions for approvals and processing Review submitted expenses for: Proper documentation Correct job and cost code assignment Policy compliance Ensure all Vergo transactions are captured and posted accurately into the ERP Follow up on missing or incomplete submissions from employees Identify recurring errors or misuse patterns and appropriately elevate Skills & Experience Required 2+ years in Accounts Payable or accounting operations Experience working in ERP systems (Spectrum preferred) Experience with automated invoice processing systems (OCR/AI strongly preferred) High attention to detail — accuracy is non‑negotiable Strong problem‑solving and exception‑handling ability Ability to manage high‑volume transactional workflows Strong follow‑through and ownership mindset Clear written vendor communication skills Basic Excel or Google Sheets proficiency Ability to work independently in a structured environment Construction or subcontractor experience preferred #J-18808-Ljbffr Schamber Company