Accounts Payable Specialist

Job Title

Accounts Payable Specialist

Position Summary

The Accounts Payable Specialist is responsible for the accurate and timely processing of vendor invoices, subcontractor payments, and expense reports, ensuring compliance with company policies, contractual requirements, and applicable Florida and federal laws.

This position supports the accounting department in maintaining organized, accurate, and up-to-date financial records for construction projects.

Essential Duties & Responsibilities

• Receive, review, and verify invoices for accuracy, proper coding, and necessary approvals.
• Match purchase orders, contracts, and receiving documents to invoices.
• Process vendor payments (checks, ACH, wire transfers) in accordance with payment terms.
• Ensure subcontractor compliance with lien releases, insurance certificates, and W-9 forms prior to payment.
• Maintain and reconcile accounts payable ledger; research and resolve invoice/payment discrepancies.
• Prepare weekly and monthly AP reports for management review.
• Assist with month-end closing processes and year-end audits.
• Respond to vendor and internal inquiries promptly and professionally.
• Maintain accurate digital and paper filing systems in accordance with company policy and record retention laws.
• Adhere to all internal controls, company procedures, and applicable Florida construction accounting requirements.

Minimum Qualifications

• Associate’s Degree in Accounting, Finance, or a related field, and a minimum of two (2) years of relevant accounts payable experience, preferably within the construction industry.
• In lieu of a degree, candidates may qualify with a High School Diploma or GED equivalent with a minimum of five (5) years of progressive accounts payable experience, preferably within the construction industry.
• Solid understanding of general accounting principles and vendor compliance requirements.
• Experience reconciling vendor statements and resolving payment discrepancies.
• Proficiency in QuickBooks and Microsoft Excel.
• Strong attention to detail and ability to meet deadlines.

Preferred Experience

• Experience in the construction industry with knowledge of lien waivers, retainage, and subcontractor compliance documentation.
• Familiarity with Florida’s Construction Lien Law (Chapter 713, Florida Statutes).
• Prior use of construction-specific accounting software (e.g., Sage 300 CRE, Viewpoint Vista, Foundation).
• Exposure to multi-state sales/use tax or Florida-specific vendor tax regulations.
• Demonstrated ability to process high-volume invoices accurately and meet strict deadlines.
• Knowledge of purchase order matching, job cost coding, and contract compliance.
• Effective communication skills in both English and Spanish (preferred due to customer base).
• Experience in a small to mid-sized business environment.

Physical Requirements / Work Conditions

• Prolonged periods sitting at a desk and working on a computer.
• Occasional standing, walking, bending, or reaching.
• Ability to occasionally lift up to fifteen (15) pounds for file management or office supply tasks.

Work Schedule / Hours

• Monday through Friday, 8:00 a.m. – 5:00 p.m.; overtime applicable with management approval; weekend flexibility as needed.

Performance Objectives

Invoice Processing Accuracy & Timeliness

At least 97% of vendor invoices processed accurately and entered correctly in the accounting system on time (proper coding, approvals, and matching with POs/contracts).

Accounts Payable Turnover / Days Payable Outstanding (DPO)

Maintain average DPO within the company’s target range (e.g.,≤ 30–60 days) in accordance with negotiated vendor terms and cash flow strategy, ensuring on‑time payments.

Dispute Resolution Rate & Aging Management

Resolve ≥ 90% of vendor disputes or invoice discrepancies within 10 business days ; maintain overdue payables (past due) below established company threshold (e.g., <10–15% of total payables).

Compliance & Documentation Completion

Ensure 100% vendor compliance documentation is complete and accurate (e.g., W‑9s, insurance certificates, lien releases) prior to payment and follow all company and contract compliance requirements.

1. System Accuracy & Reporting
2. Achieve ≤ 1% error rate in QuickBooks or internal accounting system entries, including reconciliation of vendor accounts and delivery of weekly and monthly AP reports on time to support month‑end and year‑end close.