Accounts Payable Specialist

Accounts Payable Specialist

Job Title: Accounts Payable Specialist

Position Summary: We are seeking a detail-oriented and proactive Accounts Payable Specialist to join our growing team. In this role, you will be responsible for managing all daily accounts payable functions, ensuring accurate job costing, and maintaining strict vendor compliance. Because our projects move quickly from emergency mitigation to structural rebuilds, the ideal candidate must be highly organized, comfortable in a fast-paced construction environment, and possess a strong understanding of allocating expenses to specific jobs.

Key Responsibilities

• Accounts Payable & Expense Management:
• Process, verify, and route all vendor invoices and subcontractor pay applications for approval in a timely manner.
• Accurately code and enter invoices into the accounting system.
• Manage and reconcile corporate credit card accounts.
• Prepare and process weekly check runs, ACH transfers, and electronic payments.
• Reconcile vendor statements, research discrepancies, and resolve billing issues professionally and promptly.
• Serve as the primary point of contact for all vendor and subcontractor payment inquiries.
• Vendor Compliance:
• Manage the onboarding of new vendors and subcontractors.
• Collect, track, and maintain up-to-date W-9 forms for all vendors.
• Strictly enforce Certificate of Insurance (COI) compliance.
• Ensure all subcontractors have active and adequately limited Workers' Compensation and General Liability insurance on file before any payments are released.
• Assist in year-end 1099 preparation and reporting.
• Job Costing Support:
• Work closely with Project Managers and Estimators to ensure all material purchases, subcontractor invoices, and credit card expenses are accurately coded to the correct job and cost code.
• Aid in the review of job profitability reports by ensuring no job-related expenses are left unassigned or miscategorized.
• Assist the accounting team in month-end and year-end closing procedures by verifying that all AP and job-costing data is entered and reconciled.

Qualifications & Requirements

Experience: 2+ years of Accounts Payable experience required. Industry Knowledge: Previous experience in construction, restoration, or mitigation is highly preferred. Job Costing Experience: Solid understanding of construction job costing and expense allocation. Compliance: Familiarity with managing subcontractor compliance, specifically W-9s, 1099s, and COIs. Technical Skills: Proficiency in accounting software and Microsoft Office/Excel. Soft Skills: High level of accuracy, strong attention to detail, excellent organizational skills, and the ability to communicate effectively with field staff, management, and external vendors.

Compensation: $45,000 to $55,000/yr base salary depending on experience

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance