Accounts Payable Associate

Job Description

Job Description

Accounts Payable

This position is a hybrid role with the opportunity for remote work. During the initial training and onboarding period, the schedule will be flexible and include a combination of in-office and work-from-home time.

Employment Type: Full-time or part-time opportunities available.

Purpose

1. Purpose

The purpose of this operating procedure is to establish and define the authority, accountability, reporting relationships, responsibilities, duties, and measures of performance for the Accounts Payable position.

Basic Function of the Accounts Payable

• Assist the Controller.
• Be responsible for the completion of all project tasks on or ahead of schedule.
• Maintain customer satisfaction.
• Secure all confidential information at all times.

Reporting Relationships

Reports Directly To:

• Controller

Works Closely With:

• Project Managers
• Estimators
• Project Assistant
• Shop Manager

Job Requirements

General Requirements

To perform this job successfully, an individual must be able to complete all areas outlined for this position satisfactorily. The requirements listed below are representative of the knowledge, skills, and abilities necessary to meet the minimum requirements of the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education

Required:

• High school diploma or equivalent

Preferred:

• College degree in Accounting, Business, or a related field

Licensing / Registration / Certification

Required:

• None

Preferred:

• Driver’s License
• Notary duties

Experience

Required:

• Five or more years of experience in accounting or with an equivalent contractor operation with a minimum of $2 million in annual sales

Preferred:

• QuickBooks Enterprise certification
• General computer skills
• Microsoft Office experience

Skills, Knowledge, and Abilities

• Ability to guide, direct, and coordinate accounting activities
• Demonstrated knowledge of QuickBooks functions and activities
• Demonstrated ability to effectively run a department efficiently
• Ability to read, analyze, and interpret financial reports
• Ability to respond to inquiries or complaints from customers, regulatory agencies, or members of the business community
• Ability to communicate effectively in English, both verbally and in writing
• Typing speed of 40–50 words per minute
• Proficiency with software used by Lombardi Electric, Inc., including:
  • QuickBooks
  • Microsoft Word
  • Microsoft Excel
  • Microsoft Outlook
• Ability to manage relationships with contractors and their staff
• Ability to manage relationships with subcontractors, suppliers, regulatory agencies, and members of the business community
• Ability to write reports, business correspondence, and procedure manuals
• Strong communication skills with customers, management, internal departments, vendors, and coworkers
• Ability to work cooperatively and cohesively with all employees

Physical Requirements

Body Positions

• Sit for prolonged periods of time
• Stand and/or walk for extended periods when necessary

Body Movements

• Use hands and fingers to operate computer equipment and handle objects
• Ability to bend, reach, and crouch as needed

Body Senses

• Ability to utilize sight, hearing, touch, smell, and taste
• Close vision, depth perception, and focus adjustment required

Strength Requirements

• Ability to lift up to 25 pounds regularly

Working Conditions

• Primarily an indoor office environment
• Occasional travel may be required
• Exposure to varying weather conditions and temperatures during travel
• Noise level is typically moderate but may be higher near the warehouse/shop

Authority

The Accounts Payable position is authorized to:

• Take reasonable actions necessary to carry out assigned responsibilities, provided such actions comply with company policy and sound business judgment
• Purchase office supplies using Visa or Amazon up to $1,000

Duties and Responsibilities

The duties and responsibilities of the Accounts Payable position include, but are not limited to:

Accounting Functions

• Daily, weekly, and monthly posting to QuickBooks
• Complete non-payroll Accounts Payable processing daily based on payable volume
• Send copies of invoices to Project Managers and Division Managers daily
• Perform QuickBooks data entry for division real-time cost spreadsheets
• Complete vendor credit applications when required
  • Move to Controller responsibility if financial statements are requested
• Process employee expense reimbursements monthly

Cash Management

• Monitor relevant financial information, including ACH payments

Job Costing

• Ensure proper application of vendor invoices and special purchases to job costs
• Jason will review all material invoices paid online

Measures of Performance

Performance is considered acceptable when the following objectives are met:

• Assist the Controller in preparing accounting and bookkeeping entries and reports accurately and on time, including monthly reporting packages
• Identify requirements and work with Project Managers regarding invoice copies
• Effectively capture available vendor discounts

Accounts Payable Responsibilities

Daily Accounts Payable Management

• Maintain all non-payroll Accounts Payable functions daily
• Maximize discounts available within vendor discount terms
• Set up all new vendors in the system

Credit Card Administration

• Enter credit card transactions and reconcile monthly
• Ensure all credit card activity is no more than 30 days in arrears
• Ensure proper accounting by division, job cost, and expense category
• Order all new company credit cards

Current Lombardi Credit Cards

• Barclays MC (1)
• Citi MasterCard #2951/0748 (1)
• Chase JP Morgan #5103 (1)
• Southwest Rapid Rewards Chase (2)
• Wes Gas Cards (34)
• United Business Club (23)
• Citibank Visa – 1634-Doug/L (1)

Vendor Invoice Processing

• Print and download vendor invoices
• Distribute invoices to the appropriate Project Manager with approval deadlines
• Continue ACH payments with proper backup documentation from Jason
• Process emailed and mailed invoices

Monthly Reconciliations

Reconcile the following monthly:

• Gas cards
• Auto insurance bills
• Technology expenses
• GPS expenses
• Phone bills

Responsibilities include:

• Ensuring proper accounting by division, job cost, or expense category
• Writing and maintaining procedures as needed

Statement Reviews

• Review approximately 15–20 vendor statements monthly to ensure accounts are current

Employee Expenses

• Enter employee expenses
• Create reimbursement checks
• Distribute payments
• Ensure proper accounting by division, job cost, or expense category

Vendor Bill Processing

• Enter all vendor bills, invoices, and credits
• Pay vendor invoices while maximizing available discounts

Parking and SpotHero Administration

• Review and approve all parking and SpotHero expenses
• Ensure proper accounting by division, job cost, and expense category
• Most parking expenses are paid through United cards or reimbursed to employees

Purchase Order Matching

• Verify all invoices are matched to purchase orders (when applicable)
• Confirm approval from the Project Manager responsible for the project

Subcontractor Management

Responsibilities

• Monitor and maintain all subcontractor agreements (MSAs)
• Maintain subcontractor Certificates of Insurance (COIs)
• Work with Nick on subcontractor tracking

Compliance Requirements

• Establish procedures to prevent payment without a valid COI
• Send and monitor monthly subcontractor reports
• Ensure all COIs are updated annually
• Ensure all subcontractors have both an executed agreement and current COI
• Goal: No subcontractor payments without an MSA
• Track subcontractor information in QuickBooks whenever possible
• Align MSA renewal dates where practical
• Develop and maintain subcontractor agreement procedures

CBOT Account Management

Responsibilities include:

• Billing
• Proposal preparation
• Pricing tickets

Additional Notes:

• Expanded role with Board of Trade activities
• Jason will develop procedures for four proposal types

Cross Training

• Cross-train Jason on check processing procedures
• Goal: Minimize manual check issuance

Furniture Division Reporting

Monthly responsibilities include:

• Run Furniture Division Income Statement from QuickBooks
• Run Furniture Division Sales Summary from QuickBooks
• Save reports to the Furniture Shared Drive
• Run and save all monthly job profitability reports
• Review prior months to determine whether jobs have closed
• Save completed job reports to the Furniture Shared Drive

Note: These responsibilities may move to Camille or Karleen.

Goals

• Complete all assigned tasks by established deadlines

Training

• Complete three continuing education classes annually

Company Description

Lombardi Electric, Inc., based in Bloomingdale, Illinois, is a premier commercial and industrial electrical contractor serving the Chicagoland area since its establishment in 1995. Fully licensed, bonded, and insured, the company employs a skilled workforce of 85 union electricians and a dedicated office staff of 22, delivering high-quality electrical solutions across Illinois. Specializing in new construction, renovations, custom hardwiring of modular office workstations, and low voltage cable installations, Lombardi Electric is renowned for its commitment to safety and excellence. With nearly all electricians OSHA 10 and NFPA 70E certified, and estimators boasting over a century of combined industry experience, the company ensures reliable, prompt, and professional service. Proud members of the National Electrical Contractors Association (NECA) and the Electric Association, Lombardi Electric empowers businesses and industries with innovative and dependable electrical contracting services tailored to meet diverse project needs.

Company Description

Lombardi Electric, Inc., based in Bloomingdale, Illinois, is a premier commercial and industrial electrical contractor serving the Chicagoland area since its establishment in 1995. Fully licensed, bonded, and insured, the company employs a skilled workforce of 85 union electricians and a dedicated office staff of 22, delivering high-quality electrical solutions across Illinois. Specializing in new construction, renovations, custom hardwiring of modular office workstations, and low voltage cable installations, Lombardi Electric is renowned for its commitment to safety and excellence. With nearly all electricians OSHA 10 and NFPA 70E certified, and estimators boasting over a century of combined industry experience, the company ensures reliable, prompt, and professional service. Proud members of the National Electrical Contractors Association (NECA) and the Electric Association, Lombardi Electric empowers businesses and industries with innovative and dependable electrical contracting services tailored to meet diverse project needs.