Accounts Payable Specialist

The Accounts Payable Specialist is responsible for supporting the accounting department by processing vendor invoices, maintaining vendor records, and assisting with payment processing. This entry-level role will work closely with Senior Accounts Payable Specialists to ensure invoices are accurately coded, properly approved, and recorded in accordance with company policies and accounting standards.

Essential Duties/Responsibilities:

• Process vendor invoices accurately and in a timely manner within the accounting system
• Match invoices with purchase orders, subcontracts, or receiving documentation when applicable
• Verify proper job cost coding and cost category allocation
• Route invoices through the approval workflow
• Assist with weekly check runs and electronic payments
• Maintain vendor files, including W-9 forms and contact information
• Communicate with vendors regarding invoice questions, payment status, and discrepancies
• Assist with subcontractor documentation tracking, including lien waivers and insurance certificates
• Help reconcile vendor statements and resolve outstanding items
• Support month-end closing tasks related to accounts payable
• Maintain organized electronic and physical records for audit purposes
• Assist with other duties as assigned

Required Skills/Abilities: 

• Basic knowledge of accounting principles
• Strong attention to detail and organizational skills
• Proficiency with Microsoft Excel and Microsoft Office
• Ability to manage multiple tasks and deadlines
• Strong accuracy and data entry skills
• Ability to communicate effectively with vendors and internal departments
• Problem-solving and reconciliation abilities
• Ability to work in a team-oriented accounting department
• Strong organizational and documentation skills

Education and Experience:

• High school diploma or equivalent (required) and/or Associate’s or Bachelor’s degree in Accounting, Finance, or Business (preferred)
• 1–2 years of accounts payable or accounting support experience
• Experience in construction accounting or job cost environments
• Experience with ERP/accounting systems (such as CMiC or similar)

Physical Requirements: 

• Ability to work in an office setting.
• Prolonged periods of standing, walking, sitting at a desk, and working on a computer.
• Must be able to lift up to 15 pounds occasionally.
• May stoop, kneel, or bend occasionally when visiting project sites.
• May reach above shoulder height or below the waist occasionally.
• May require flexible hours depending on project schedules and workforce needs.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.