AP Specialist

Position Summary

The Accounts Payable Specialist is responsible for managing the full accounts payable cycle while maintaining positive vendor relationships and supporting the accounting department's month-end close process. The ideal candidate has at least two years of full-cycle AP experience, strong organizational skills, and the ability to thrive in a fast-paced environment.

Primary Duties & Responsibilities

• Process high volumes of vendor invoices accurately and efficiently.
• Match invoices to purchase orders and receiving documentation.
• Verify proper approvals and coding to general ledger accounts.
• Enter invoices into the accounting system and schedule payments.
• Process weekly check runs, ACH payments, and credit card reconciliations.
• Reconcile vendor statements and resolve discrepancies promptly.
• Communicate with vendors regarding payment status and account issues.
• Assist with job cost coding and project-related expense tracking.
• Maintain W-9 documentation and assist with annual 1099 preparation.
• Work closely with project managers and purchasing personnel to resolve invoice issues.
• Maintain organized electronic and physical AP records.
• Support month-end and year-end closing procedures.
• Assist Controller or Accounting Manager with additional accounting tasks as assigned.

Qualifications

Required

• Minimum 2 years of full-cycle Accounts Payable experience
• High school diploma or equivalent (Associate's degree in Accounting preferred)
• Strong proficiency in Microsoft Excel and Outlook
• Excellent attention to detail and accuracy
• Strong organizational and time management skills
• Ability to prioritize multiple deadlines
• Professional communication skills

Preferred

• Experience in commercial HVAC, mechanical contracting, or construction accounting
• Familiarity with job costing and purchase order systems
• Experience with ERP or accounting software such as Sage, Viewpoint, Foundation, Spectrum, or similar
• Understanding of lien waivers, subcontractor documentation, and construction billing processes