Construction AP Specialist

Job Description

Job Description

CONSTRUCTION ACCOUNTS PAYABLE SPECIALIST

Location: Anaheim, CA
Industry: Mechanical Construction

POSITION SUMMARY

An established mechanical contractor is seeking a Construction Accounts Payable Specialist to take ownership of the company's full-cycle AP process. This position will work closely with Accounting, Project Management, Operations, vendors, and other internal departments to ensure invoices are processed accurately, vendor accounts remain current, and job costs are properly recorded.

The ideal candidate is proactive, dependable, organized, and comfortable following up on missing information, resolving discrepancies, and managing multiple priorities in a fast-paced construction environment.

KEY RESPONSIBILITIES

• Manage the full accounts payable process from invoice receipt through payment.

• Review invoices for accuracy, proper authorization, supporting documentation, and appropriate coding.

• Code invoices to the correct general ledger accounts, jobs, cost codes, and projects.

• Enter customer and vendor invoices and ensure documentation is complete and accurate.

• Match invoices against purchase orders, work orders, contracts, receipts, and other supporting documentation.

• Verify that materials, services, and work have been received or completed prior to payment.

• Process progress payments, deposits, retention, and other construction-related payments.

• Review vendor statements and research missing, duplicate, incorrect, or disputed invoices.

• Process credits, returns, and vendor discrepancies and follow through to resolution.

• Maintain W-9s, vendor records, and documentation for new vendor setup.

• Respond to vendor inquiries and resolve AP-related questions in a timely manner.

• Monitor AP aging and help ensure invoices are processed and paid according to company requirements.

• Manage company credit card transactions and employee receipts/reimbursements.

• Process recurring payments and subscriptions.

• Work directly with Project Managers and Operations regarding job-costing and payment questions.

• Assist with month-end close, including AP cutoff, accruals, reconciliations, and reporting.

• Assist with 1099 preparation and related documentation.

• Maintain organized AP records and support audits as needed.

• Identify opportunities to improve AP processes, accuracy, and efficiency.

• Perform other accounting and administrative duties as needed.

QUALIFICATIONS

• 3–5+ years of accounts payable or construction accounting experience.

• Previous experience working in a construction, mechanical, subcontractor, or contractor environment strongly preferred.

• Strong understanding of construction job costing and project-based accounting.

• Experience coding invoices by job, cost code, project, and GL account.

• Experience with vendor statement reconciliation and resolving discrepancies.

• Familiarity with purchase orders, progress payments, retention, and construction vendor documentation.

• Strong attention to detail and organizational skills.

• Ability to communicate effectively with vendors, Project Managers, Operations, and Accounting personnel.

• Strong research, follow-up, and problem-solving skills.

• Ability to manage multiple priorities and deadlines in a fast-paced environment.

PREFERRED EXPERIENCE

• Construction accounting or project accounting software experience.

• Experience with lien releases, preliminary notices, subcontractor documentation, or construction compliance requirements.

• Strong proficiency with Microsoft Excel, Outlook, and Microsoft Office.

WHAT THIS ROLE OFFERS

• Opportunity to take ownership of a key accounting function within an established mechanical contractor.

• Direct interaction with Project Management and Operations.

• Exposure to construction job costing, project accounting, and operational finance.

• Collaborative environment with a focus on accuracy, accountability, and follow-through.