Accounts Payable Specialist

Job Description

Job Description

An AP Specialist, or Accounts Payable Specialist, is responsible for processing invoices and payments for vendors, suppliers, subcontractors, and other external parties. An AP Specialist ensures that invoices are accurate, authorized, and paid on time. An AP Specialist also maintains records of transactions, reconciles accounts, and resolves any discrepancies or issues internally and externally

• Review and verify invoices and purchase orders for accuracy and completeness within an invoice approval system and within an accounting system
• Responsible for being the main contact regarding support and accuracy of Docuware, the invoice approval system where invoices are coded and approved by Operations.
• Match invoices with corresponding receipts and approvals
• Enter or verify the transfer of invoice data into the accounting system and verify appropriate codes and categories are utilized
• Prepare and process payments by check
• Monitor payment status and follow up on any overdue or outstanding invoices
• Reconcile vendor statements and resolve any discrepancies or issues regarding invoicing.
• Maintain and update vendor files and records
• Utilize a construction management software to ensure purchase orders and subcontracts are properly inputted for invoicing in Accounting systems.
• Comply with accounting policies and procedures and ensure adherence to internal controls
• Assist with audits, tax filings, and other accounting tasks as needed
• Other duties as assigned by the AP Supervisor.

• Knowledge of accounting principles, practices, and standards
• Ability to perform accurate and timely data entry and calculations
• Attention to detail and problem-solving skills
• Strong organizational and time management skills
• Effective communication and interpersonal skills
• Ability to work independently and as part of a team
• Ability to handle confidential and sensitive information

• High school diploma or equivalent; associate degree or higher in accounting, finance, or related field preferred
• At least two years of experience in accounts payable or general accounting
• Proficient in Microsoft Office, especially Excel, and accounting software, such as QuickBooks, Microsoft Dynamics, Procore, and Docuware.

Travel Requirements:

• Flexibility to travel on short notice for urgent business needs, to attend meetings, trainings, and events.
• Maintain a professional demeanor and appearance during business trips.
• Compliance with company travel policies and procedures.

Physical Requirements: 

• Ability to sit, stand, and walk for long periods of time.
• Ability to use a computer, phone, printer, scanner, and other office equipment.
• Visual acuity for detailed work and computer use
• Ability to lift, carry, and move up to 25 pounds of files, documents, and materials.

Stellar, headquartered in Jacksonville, FL, is a fully integrated firm focusing on design, construction, architecture, engineering, and mechanical services worldwide for over 30 years. Stellar combines a multitude of capabilities to create buildings and systems of exceptional long-term quality, value and efficiency. From food processing plants and healthcare facilities to refrigerated warehouses, automated production lines and beyond, we offer an integrated approach to meet all our clients’ needs.

Stellar is an Equal Opportunity Employer and does not discriminate against any applicants for employment based on their race, color, religion, sex (including pregnancy, sexual orientation, or gender identity), national origin, age, physical or mental disability, genetic information, veteran status, uniformed servicemember status, or any other status protected by law.