Accounts Payable Specialist

Job Description

Job Description

POSITION OVERVIEW

LOPCO Contracting is seeking a detail-oriented and dependable Accounts Payable Specialist to support the financial and administrative operations of our growing company. This individual will play an important role in maintaining accurate financial records, processing payments, monitoring job costs and margins, assisting with tax-related responsibilities, and managing insurance documentation. The ideal candidate is highly organized, comfortable working with numbers, and able to balance day-to-day accounting responsibilities with the financial tracking needs of a project-based contracting business.

KEY RESPONSIBILITIES

Accounts Payable & Check Processing

· Review, verify, and process vendor and subcontractor invoices.

· Prepare and cut checks accurately and on schedule.

· Match invoices with purchase orders, receipts, job records, and other supporting documentation.

· Ensure expenses are properly coded to the appropriate job, vendor, and expense category.

· Maintain organized accounts payable records and documentation.

· Research and resolve invoice discrepancies, duplicate charges, missing documentation, and payment questions.

· Maintain accurate vendor records and payment information.

· Communicate with vendors and subcontractors regarding invoices and payment status when necessary.

Job Costing & Margins

· Track and maintain accurate costs associated with individual projects.

· Properly allocate labor, materials, subcontractor expenses, equipment, and other costs to the appropriate jobs.

· Monitor project expenses against budgets and expected costs.

· Assist in calculating and reviewing project margins and profitability.

· Identify inconsistencies, missing expenses, or unusual cost activity that could impact job profitability.

· Work with management and project teams to ensure financial information associated with each job is accurate and current.

· Provide job-costing and margin reports to leadership as requested.

Taxes & Financial Documentation

· Maintain accurate financial records needed for tax preparation and reporting.

· Assist with any applicable payroll-related tax documentation, 1099s, and other pertinent filings or reporting requirements.

· Maintain W-9s and other required vendor and subcontractor documentation.

· Organize documentation for outside bookkeeping, accountants, tax professionals, and year-end reporting.

· Monitor applicable filing deadlines and assist with ensuring required financial documentation is completed accurately and on time.

Insurance Administration

· Maintain company insurance records, policies, certificates, and related documentation.

· Track Certificates of Insurance (COIs) for subcontractors and vendors.

· Monitor insurance expiration dates and request updated documentation as needed.

· Help provide approved insurance documentation as requested to third parties.

· Communicate with insurance representatives, brokers, employees, subcontractors, and management as necessary.

ADDITIONAL RESPONSIBILITIES

· Support month-end and year-end accounting processes.

· Prepare financial reports or spreadsheets for management as requested.

· Identify opportunities to improve accounting and administrative processes.

· Maintain strict confidentiality regarding company, employee, vendor, and financial information.

· Assist with additional accounting and administrative responsibilities as business needs evolve.

QUALIFICATIONS

· Previous experience in accounts payable, bookkeeping, accounting, or a related financial role preferred.

· Experience with job costing or construction accounting strongly preferred.

· Strong understanding of accounts payable processes and basic accounting principles.

· Excellent attention to detail and accuracy.

· Strong organizational and time-management skills.

· Ability to manage multiple deadlines and priorities independently.

· Comfortable working with spreadsheets and accounting or financial software.

· Strong written and verbal communication skills.

· Ability to identify discrepancies and proactively work toward resolution.

· Experience working with subcontractors, vendors, insurance documentation, or construction businesses is a plus.

WHAT WE'RE LOOKING FOR

We are looking for someone who takes ownership of their work and understands that accurate financial information is essential to the success of every project. The right person will be personable, particular, and professional, with the ability to stay organized, communicate clearly, and pay close attention to the details behind the numbers