Job Summary:
We are seeking an organized and detail-oriented Accounts Payable (AP) Processor to join our accounting team in a dynamic and fast-paced construction environment. The AP Processor will be responsible for managing the full accounts payable cycle, ensuring timely and accurate processing of invoices, payments, and maintaining vendor relationships. This role also involves a significant focus on managing credit card expenditures, including chasing and collecting receipts, coding, reconciling, and posting. The ideal candidate will have a strong understanding of construction-related billing processes, project cost tracking, and compliance with payment schedules.
Key Responsibilities:
1. Invoice Processing
◦ Review, verify, and process vendor invoices for materials, subcontractors, and services in accordance with company policies and project budgets.
◦ Ensure that invoices are correctly coded to appropriate cost centers, projects, and accounts.
◦ Match invoices to purchase orders and delivery receipts, resolving any discrepancies with vendors or internal teams.
2. Credit Card Expenditure Management
◦ Manage and process company credit card expenditures, including chasing and collecting receipts from employees and contractors.
◦ Review, code, and reconcile credit card transactions to ensure they align with company policies and project budgets.
◦ Post credit card transactions to the accounting system and ensure timely and accurate recording.
3. Vendor Payments and Reconciliations
◦ Prepare and process payments to vendors, ensuring timely and accurate disbursements.
◦ Maintain accurate records of all transactions, including checks, ACH payments, and credit card transactions.
◦ Reconcile vendor statements and resolve any discrepancies or outstanding issues promptly.
◦ Assist in managing payment terms to take advantage of early payment discounts when possible.
4. Project Cost Tracking
◦ Ensure that all AP transactions are accurately allocated to the correct projects and job codes.
◦ Work closely with project managers to track and manage job costs, ensuring that costs are aligned with budgets and contract terms.
◦ Assist in tracking change orders and ensuring that all approved adjustments are reflected in AP transactions.
5. Compliance and Documentation
◦ Maintain proper documentation for all AP-related transactions in compliance with company policies and industry regulations.
◦ Ensure compliance with tax requirements, including ensuring accurate reporting of sales tax and any other statutory deductions.
◦ Assist in preparing for audits by ensuring all documentation is complete, accurate, and readily accessible.
6. Vendor Relations and Customer Service
◦ Communicate effectively with vendors to resolve any payment issues, invoice discrepancies, or questions.
◦ Build and maintain strong relationships with key vendors and suppliers.
◦ Respond to inquiries from internal departments (e.g., project managers) regarding AP transactions, job cost inquiries, and payment status.
7. General Support
◦ Assist with month-end and year-end closing activities, ensuring that all AP transactions are recorded accurately.
◦ Perform ad-hoc duties as needed, including special projects or process improvements.
Required Skills and Qualifications:
• High school diploma or equivalent; additional accounting or finance certifications (e.g., AP certification) preferred.
• 2+ years of accounts payable or general accounting experience, preferably in the construction industry.
• Strong understanding of construction project cost tracking, billing, and payment processes.
• Experience managing and processing credit card transactions, including reconciliation and receipt tracking.
• Familiarity with accounting software (e.g., QuickBooks, Sage 300, Viewpoint, Procore, etc.).
• Proficient in Microsoft Excel and other office productivity tools.
• Excellent attention to detail and organizational skills.
• Strong problem-solving abilities and ability to handle multiple tasks simultaneously.
• Good communication skills, both verbal and written, to liaise with vendors and internal stakeholders.
Preferred Qualifications:
• Experience with construction-specific accounting software (e.g., Procore, Viewpoint, Sage 300).
• Knowledge of job costing, subcontractor billing, and progress payment processes.
• Experience with union-related payroll and billing issues (if applicable).
Working Conditions:
• Full-time, on-site position (unless remote work is offered).
• Occasional overtime may be required to meet project deadlines or during month-end close.
• Ability to work in a fast-paced environment with competing priorities.
