Accounts Payable Specialist

Location: Berkeley, CA Office Role Type: Part-Time (25-35 hours/week) Who We Are: At NurtureSource Homes, we transform Bay Area properties through thoughtful design, strategic renovation, and meticulous project execution — all with the goal of maximizing value, enhancing livability, and delivering standout results for sellers, buyers, and real estate partners. Rooted in nearly two decades of experience and a deep understanding of market dynamics, our fully licensed team combines creative vision with operational excellence to simplify renovation and help homes shine in today’s competitive market. We pride ourselves on being more than builders — we’re trusted advisors and collaborative partners who bring structure, clarity, and efficiency to every project. From initial concept through completion, we leverage design-driven solutions, strong communication, and a proprietary project management approach to deliver work that’s both beautiful and strategically sound. The Opportunity: NurtureSource Homes is seeking an in-person, part-time Accounts Payable Accountant, in their Berkeley, CA office to own the day-to-day AP function and continuously improve the company's accounts payable, vendor compliance, and financial operations processes. Reporting to the Senior Accountant, this a highly visible role that sits at the intersection of accounting, operations, and project execution, ensuring the financial foundation of the business is accurate, efficient, and scalable. Working closely with your manager, as well as, Project Managers, vendors, leaders, and external accounting partners, you will own the end-to-end accounts payable function while driving process improvements across vendor management, expense reporting, payroll coordination, and financial controls. You’ll establish best practices, and identify opportunities to automate manual processes, improve reporting, and strengthen internal controls. This is an excellent opportunity for someone who enjoys building systems, creating operational excellence, and making a measurable impact on a growing construction company. Who You Are: You are an eager-to-learn accounting professional who thrives in fast-paced, project-based environments where accuracy, organization, critical thinking, and proactive communication are essential. You understand that Accounts Payable is more than processing invoices—it's a critical business function that supports project success, protects cash flow, strengthens vendor relationships, and provides leadership with confidence in the company's financial operations. You are naturally curious and continuously look for opportunities to improve systems, eliminate manual work, and create more efficient processes. You enjoy building structure where it doesn't exist, use critical thinking to recommend and apply improvements, and are a strong individual contributor with limited oversight. You are comfortable balancing competing priorities, collaborating with Project Managers, Operations, vendors, and external accounting partners, and leading others with accountability and professionalism. Above all, you are a trusted business partner who takes pride in building reliable, scalable accounting operations that enable the organization to grow with confidence. Responsibilities Accounts Payable & Vendor Payments Responsible for the day-to-day full Accounts Payable function, responsible for invoice processing, vendor payments, and financial recordkeeping. Ensure accurate and timely processing of invoices, including intake, entry into QuickBooks Online (QBO), cost-coding, and routing for Project Manager approvals. Establish and maintain clear, organized systems for digital invoice tracking by project and vendor. Provide guidance and escalation support on vendor communications, including resolving discrepancies, approval delays, and payment inquiries. Ensure bidwork invoices are structured correctly, including appropriate labor allocations, in partnership with Project Managers and Operations. Run the weekly check run process, including aging payables review, internal coordination, and timely vendor payments. Ensure proper controls and documentation are in place for check preparation, distribution, and vendor payment tracking, including pickup and mailing logistics. Continuously evaluate Accounts Payable workflows and identify opportunities to improve efficiency, accuracy, and scalability through process improvements and automation. Vendor Management, Compliance, and Risk Maintain accurate and up-to-date vendor records in Airtable, including insurance certificates, contracts, business licenses, and related documentation. Ensure systems and processes are in place to proactively monitor vendor compliance, track expirations, and drive timely follow-up on any gaps. Regular review of the suspended vendor list, ensuring clear communication of status updates and reinstatement requirements to internal stakeholders and vendors. Continuously assess and improve vendor management and compliance workflows, identifying opportunities to streamline processes, reduce risk exposure, and increase operational efficiency. Credit Card, Reimbursements & Expense Tracking Responsible for the company’s expense management processes for credit card reconciliation, employee reimbursements, and expense tracking. Ensure accurate and timely reconciliation of company credit card transactions, including proper cost coding and alignment with project and operational budgets. Support the integration and synchronization of Rippling Spend transactions with QuickBooks Online (QBO), ensuring data integrity and consistency across systems. Establish and maintain clear processes for employee reimbursements, ensuring timely processing, proper documentation, and adherence to company policies. Ensure all expense records are organized, accurate, and audit-ready, supporting monthly close, financial reporting, and compliance requirements. Continuously evaluate expense tracking workflows and systems, identifying opportunities to improve efficiency, visibility, and financial controls. Banking, Payment Controls & Financial Documentation Manage banking controls including Chase and Mechanics Bank Positive Pay and paid check run uploads. Prepare and maintain check registers and payment documentation for internal review and audit purposes. Maintain organized digital and physical records of payments, invoices, and supporting financial documentation, continually identifying areas to streamline and optimize processes. Operational Excellence and Continuous Improvement Continuously evaluate financial and operational processes, systems, and workflows across the organization and implement efficiencies and optimizations. Identify opportunities to improve financial workflows, automation, and operational efficiency. Cross-train with AR for supportive coverage. Physical demands The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. In accordance with the Americans with Disabilities Act, as amended, the California Fair Employment & Housing Act, and all other applicable laws, our company provides reasonable accommodations for qualified persons with disabilities. A qualified individual is a person who meets skill, experience, education, or other requirements of the position, and who can perform the essential functions of the position with or without reasonable accommodation. Meetings and Communication: Attend meetings with clients, stakeholders, and project teams. Involves sitting, standing, and walking between different locations within an office or project site. Documentation and Reporting: Document progress, issues, and decisions. Involves typing, writing, and organizing documentation over extended periods. Knowledge, Skills, and Abilities Proven experience in construction Accounting, with a minimum of 2+ years in a similar role Strong knowledge of construction project operational processes, insurances, vendors, etc. Bachelor’s degree in Accounting, Finance, or a related field preferred Proficient in Quickbooks Online Proficient in creating, maintaining, and organizing Google drive (especially sheets/Excel) Excellent analytical skills combined with the ability to interpret complex financial data accurately. Excellent communication, verbal and written Ability to multitask, prioritize, and manage time efficiently Ability to work under pressure and make sound decisions quickly Other duties Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice. This is an at-will position. Compensation + Benefits: $30/hr. Company is an equal employment opportunity employer committed to maintaining a non-discriminatory work environment. The Company does not discriminate against any employee or applicant for employment on the basis of race, color, religion, sex, national origin, age, disability, veteran status, marital status, sexual orientation, or any other characteristic protected by applicable law. #J-18808-Ljbffr