Accounts Payable Specialist

Job Description

Job Description

We are looking for an Accounts Payable Specialist to join a finance team in Jacksonville, Florida office for a Long-term Contract opportunity. This fully onsite role supports accurate invoice processing, vendor payment activity, and financial record maintenance across both project-based and operating expenses. The position is well suited for someone who can manage a high volume of transactions, investigate discrepancies, and work closely with internal teams to keep payables moving efficiently and in compliance with company procedures.

Responsibilities:

• Review project-related invoices against purchase orders, confirm pricing and quantities, and enter approved transactions into the accounts payable system.

• Process operating expense invoices such as fuel, vehicle, and general overhead costs while ensuring proper approval workflows are completed before payment.

• Oversee the daily accounts payable queue, organize incoming invoices by priority, and elevate time-sensitive items when immediate attention is required.

• Digitize mailed invoices, upload documentation into internal systems, and route records to the appropriate departments for review and action.

• Reconcile vendor statements on a routine basis, identify payment or billing inconsistencies, and partner with vendors and internal stakeholders to resolve issues promptly.

• Assist with weekly disbursement cycles by preparing payment batches and coordinating priorities based on due dates and cash flow considerations.

• Respond to accounts payable inquiries with timely, accurate updates and escalate complex exceptions to leadership when needed.

• Investigate job cost questions from project teams to help ensure expenses are assigned correctly and tracked accurately.

• Confirm subcontractor documentation, including insurance compliance records, is current and complete before payment processing proceeds.

• Follow accounting policies, internal controls, and established procedures to support accuracy, consistency, and audit readiness across AP activities.

• 3+ years of experience in accounts payable, preferably in a high-volume construction HVAC environment.

• Hands-on experience coding invoices, entering payable transactions, and supporting ACH and check payment processing.

• Familiarity with Sage 300 or similar accounting software used for invoice and payment management.

• Background supporting construction-related accounts payable, including purchase order matching and project cost allocation.

• Ability to research invoice discrepancies, missing documentation, and vendor statement variances with strong attention to detail.

• Experience working with subcontractor-related records and compliance documentation such as certificates of insurance.

• Strong organizational and communication skills with the ability to manage multiple priorities in a fully onsite team setting.