Full-Time Accounts Payable Specialist

About the Role

The Accounts Payable Specialist ensures accurate allocation of subcontractor and vendor payments, employee expense reimbursements, and corporate credit card expenses. This role maintains financial integrity and ensures timely payments. The successful candidate handles various accounting tasks with meticulous attention to detail, accuracy, and a customer-service-oriented approach.

Work hours: 8:00 am to 5:00 pm Eastern Time

Work set-up: Remote

What you’ll do:

1. Enter approved bills into QuickBooks or JobTread Construction Software, ensuring proper job cost phase allocation.
2. Process bi-monthly check runs for bill payments.
3. Download and record approved expenses from Expensify.
4. Reconcile vendor statements and Expensify settlement statements.
5. Enter job cost budgets and change orders in QuickBooks Desktop.
6. Reclassify job costs as requested by Estimators/Project Managers and upload revised job cost reports.
7. Review and correct incorrect class or overhead coding.
8. Assist the Controller with additional duties as needed.

Accounting Admin Duties:

• Maintain and update vendor information in QuickBooks and digital files (emails, phone numbers, insurance certificates, and W9 forms).
• Issue and track trade agreement packages, ensuring all necessary details are filled out and complete.
• Ensure that vendor records are kept up-to-date and inactivated when necessary.

Vendor Communications:

• Respond to vendor inquiries regarding payment status and requests for Certificate of Insurance and W9 forms.
• Request, track, and attach releases of liens to vendor bills.
• Communicate with vendors regarding missing documents.

Project Managers/Estimators Communications:

• Weekly communications with Project Managers and Estimators regarding expired insurance and vendor bills in hold status.
• Upload detailed job cost reports to each PM/Job file.

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