Accounts Payable Specialist

The Accounts Payable Specialist is responsible for the accurate, timely, and controlled processing of all vendor-related financial transactions. This role ensures consistency in accounts payable operations, supports cash flow management, and maintains compliance with company policies across assigned entities.

Core Responsibilities

Invoice Processing & Controls

• Review invoices for accuracy, proper coding, and required approvals
• Ensure all invoices are entered timely and in accordance with internal controls
• Identify and resolve discrepancies prior to processing

Payment Execution
• Prepare and execute weekly check runs in alignment with the approval matrix
• Ensure all payments are processed accurately and on schedule
• Maintain visibility into outstanding payables and escalate issues as needed

Vendor Management

• Maintain accurate vendor master data, including routine audits of changes
• Ensure required documentation is collected and tracked (COIs, W-9s, lien releases, licenses)
• Respond to vendor inquiries and resolve issues in a timely and professional manner

Process Ownership

• Own day-to-day AP operations for assigned companies or divisions
• Monitor AP inboxes and manage incoming requests efficiently
• Ensure consistency and adherence to standardized BSS processes

Cross-Functional Coordination

• Partner with project teams, accounting, and leadership to ensure proper coding, approvals, and timing of payments
• Communicate proactively regarding delays, discrepancies, or missing information

Process Improvement

• Identify inefficiencies or breakdowns in current workflows
• Recommend and support implementation of process improvements

Performance Expectations

• Accuracy: Minimal errors in invoice entry, coding, and payments
• Timeliness: Invoices processed and paid within established timelines
• Organization: Clear tracking of invoices, approvals, and documentation
• Communication: Proactive follow-up with internal teams and vendors
• Ownership: Takes responsibility for assigned entities without constant oversight
• Consistency: Adheres to standardized processes across all entities

• Minimum of 2–3 years of accounts payable experience, preferably within the construction, heavy civil, or general contracting industry.

• Experience with construction job costing, including accurately allocating expenses to specific projects, cost codes, and cost categories.

• Strong understanding of construction accounting practices, including project budgets, subcontractor invoices, purchase orders, and equipment-related expenses.

• Experience processing high volumes of invoices while maintaining accuracy and meeting established deadlines.

• Ability to review, verify, and reconcile vendor invoices, purchase orders, receipts, and supporting documentation.

• Experience identifying and resolving invoice discrepancies, duplicate charges, incorrect cost codes, and billing errors.

• Knowledge of subcontractor billing, progress payments, retainage, and lien waivers.

• Proficiency in Microsoft Excel, including sorting, filtering, formulas, and reconciliation of financial data.

• Experience with accounting software or ERP systems; familiarity with construction accounting platforms is strongly preferred.

• Strong organizational skills, attention to detail, and ability to manage multiple priorities in a fast-paced environment.

• Excellent communication and problem-solving skills with the ability to work collaboratively with project managers, field supervisors, vendors, and accounting personnel.

• Ability to maintain confidentiality and handle sensitive financial information.

Preferred Qualifications:

• Experience working for a heavy civil construction company or general contractor.

• Familiarity with construction cost codes, equipment charges, hauling tickets, and material invoices.

• Experience processing invoices across multiple companies, divisions, or projects.

• Working knowledge of general ledger accounts, expense allocations, and month-end closing procedures.

• Experience with three-way matching of purchase orders, invoices, and receiving documentation.

• Familiarity with construction management software such as Procore, Viewpoint, Sage, or similar systems.

Key Job Costing Responsibilities

• Accurately code and allocate vendor invoices to the appropriate construction projects, cost codes, and general ledger accounts.

• Review material, equipment, subcontractor, and hauling invoices to ensure expenses are assigned to the correct jobs.

• Collaborate with project managers and field personnel to verify charges, resolve discrepancies, and ensure accurate project cost reporting.

• Monitor invoice coding for consistency and accuracy, particularly when multiple types of expenses are associated with the same project.

• Ensure all invoice revisions, corrections, and supporting documentation are accurately recorded and communicated to the accounting team.

• Assist with month-end reconciliations and ensure project expenses are recorded in the appropriate accounting periods.

• Maintain organized and accurate accounts payable records to support audits, financial reporting, and project cost analysis.