Accounts Payable Specialist/admin (Construction)

Job Title: Accounts Payable SpecialistJob Description

This role is an on-site Accounts Payable Specialist position within a commercial construction general contracting environment. The specialist manages the full accounts payable cycle for all projects and overhead, including invoice processing, vendor coordination, subcontractor documentation, and reconciliations. In addition, the role provides broad office management and administrative support to ensure smooth daily operations. The position offers an opportunity to develop professionally in construction accounting while working closely with project teams, vendors, and leadership.

Responsibilities

• Manage all accounts payable activities for all projects and overhead, ensuring accurate project cost coding and obtaining required approvals.

• Process the full cycle of approximately 300 invoices per month, including verification, coding, and timely entry into the accounting system.

• Collect and track waivers from subcontractors to support compliance and payment processing.

• Enter all accounts payable-related documents into the INTACCT accounting system with a high level of accuracy.

• Maintain vendor insurance certificates on a monthly basis, ensuring they are current and properly stored in INTACCT and vendor files.

• Prepare weekly selections of open payables and submit them to the business manager for approval prior to check processing.

• Submit credit applications and support the setup of new vendor accounts as needed.

• Perform monthly credit card and fuel card reconciliations to ensure accurate recording of expenses.

• Reconcile vendor statements regularly and resolve discrepancies in coordination with vendors and internal teams.

• Manage the subcontract process by uploading executed contracts, managing and uploading change orders, and maintaining accurate records.

• Receive subcontractor invoices, review them against project budgets, and ensure payments are processed on schedule in accordance with contract guidelines and payment terms.

• Answer incoming phone calls, assist callers, direct calls, and take messages in a professional and courteous manner.

• Ensure proper operation of office equipment by arranging preventive maintenance, coordinating repairs, and maintaining appropriate supply levels.

• Maintain office supply inventory by anticipating needs, placing orders in a timely manner, and managing stock levels.

• Organize and retain both hard copy and electronic filing systems to support easy retrieval of financial and administrative records.

• Provide general administrative support and assistance to management, office staff, and field personnel as requested.

• Open and distribute incoming mail, and prepare outgoing mail in an organized and timely manner.

• Arrange shipping services for documents through USPS, UPS, FedEx, and other providers, and maintain a log of all outgoing documents.

• Monitor incoming faxes, send outgoing faxes, and perform scanning of documents as required.

• Maintain schedules and event calendars, and set appointments for the management team.

• Coordinate travel arrangements, events, trainings, luncheons, and meetings for management, office personnel, and field employees.

• Run local errands as needed, such as picking up items from stores, visiting the DMV, or dropping off packages at shipping locations.

• Create, update, and edit ad hoc reports for various departments, providing accurate and timely information to support decision-making.

Essential Skills

• At least 3 years of accounts payable experience within the construction industry.

• Proven experience with full cycle invoice processing, including high-volume environments.

• Hands-on experience with construction accounting and project cost coding.

• Working knowledge of purchase orders, three-way matching, and way match processes.

• Experience with vendor management, including statement reconciliation and credit applications.

• Prior experience with liens and lien releases within a construction context.

• Proficiency with Microsoft Office, including intermediate Microsoft Excel skills and the ability to use Excel pivot tables.

• Experience with invoice entry, invoice reconciliation, and general payable functions.

• Familiarity with INTACCT accounting software, including Intacct ERP or Sage Intacct, and exposure to Sage 300 Construction and Real Estate is highly beneficial.

• Strong attention to detail and accuracy in financial data entry and document management.

• Ability to manage multiple tasks and deadlines in a fast-paced, project-driven environment.

• Professional communication skills for interacting with vendors, internal teams, and management.

Additional Skills & Qualifications

• Construction industry experience with a focus on accounts payable and subcontractor processes.

• Experience using construction-focused ERP systems such as Sage Intacct and Sage 300 Construction and Real Estate.

• Demonstrated ability to perform three-way matching between purchase orders, receiving documents, and invoices.

• Comfort working with ad hoc reporting and creating or editing reports for various departments.

• Strong organizational skills for maintaining electronic and physical filing systems.

• Interest in expanding responsibilities into general office management and administrative support.

• Eligibility and interest in becoming a certified notary; the company will cover the cost for notary certification.

• Ability to coordinate travel, events, and meetings for multiple stakeholders.

• Capability to handle local errands in support of office and project needs.

Work Environment

This position is 100% on-site, with no remote work option, and is based in an office supporting a commercial construction general contracting operation. The role requires working five days per week on-site, with a typical start time between 7:30 a.m. and 8:00 a.m. The environment is collaborative and project-focused, involving regular interaction with project teams, vendors, and field personnel. You will work extensively with accounting and office software, including INTACCT (Intacct ERP, Sage Intacct), Sage 300 Construction and Real Estate, Microsoft Office, and especially Microsoft Excel. The office relies on standard business equipment such as phones, printers, scanners, fax machines, and shipping tools, and expects professional phone etiquette and organized handling of mail and shipments. The culture emphasizes reliability, attention to detail, and proactive support of both financial and administrative operations, offering the added benefit of company-paid notary certification to support professional growth.

Job Type & Location

This is a Contract to Hire position based out of Suisun City, CA.

Pay and Benefits

The pay range for this position is $25.00 - $28.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: - Medical, dental & vision - Critical Illness, Accident, and Hospital - 401(k) Retirement Plan - Pre-tax and Roth post-tax contributions available - Life Insurance (Voluntary Life & AD&D for the employee and dependents) - Short and long-term disability - Health Spending Account (HSA) - Transportation benefits - Employee Assistance Program - Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Suisun City,CA.

Application Deadline

This position is anticipated to close on Jun 2, 2026.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email View email address on click.appcast.io (%View email address on click.appcast.io) for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.