Reports to: Controller
What does a JCA/Accounts Payable Specialist do at Paul Davis?
Responsible for overseeing the day-to-day accounts payable function, ensuring timely and accurate processing of invoices, vendor payments, expense reporting, and account reconciliations. This position serves as the primary point of contact for vendors and internal stakeholders regarding accounts payable matters and works closely with the AP Support Specialist to maintain efficient workflows and strong financial controls.
The Accounts Payable Specialist owns the operational performance of the AP department while supporting month-end close activities, cash flow management, and continuous process improvement initiatives.
Values: Deliver what you promise. Respect the individual. Have pride in what you do. Practice continuous improvement.
Vision: To provide extraordinary care while serving people in their time of need.
Mission: To provide opportunities for great people to deliver Best in Class results.
Responsibilities
Accounts Payable Operations
- Review, verify, and approve invoices for proper coding and supporting documentation.
- Ensure invoices are processed accurately and timely.
- Maintain vendor records and monitor vendor compliance requirements.
- Coordinate weekly payment runs, including checks, ACH, virtual card, and credit card payments.
- Review and reconcile vendor statements and resolve discrepancies.
Vendor Management
- Serve as the primary contact for vendor inquiries.
- Build and maintain positive vendor relationships.
- Investigate and resolve payment issues and disputes.
- Coordinate collection and maintenance of W-9's and vendor documentation.
Cash Flow & Payment Management
- Prepare payment recommendations based on due dates, cash flow requirements, and vendor terms.
- Assist the Controller with AP cash forecasting.
- Monitor payment schedules to maximize discounts and avoid late fees.
Credit Card & Expense Administration
- Review employee credit card transactions for compliance with company policy.
- Ensure receipts and supporting documentation are submitted timely.
- Follow up on outstanding receipts and policy violations.
- Assist with monthly credit card reconciliations.
Reporting & Reconciliation
- Maintain AP aging reports and identify overdue items.
- Reconcile vendor statements and AP accounts.
- Support month-end closing activities, including accruals and AP reconciliations.
- Provide AP reporting and KPI tracking to management.
Team Support & Process Improvement
- Provide guidance and training to the AP Support Specialist.
- Review work completed by AP Support for accuracy and completeness.
- Identify opportunities for process improvements and automation.
- Assist in documenting and maintaining AP procedures and internal controls.
Qualifications
Education
- Associate Degree in Accounting, Finance, Business Administration, or related field preferred.
- Equivalent experience may be considered in lieu of formal education.
Experience
- 3-5 years of Accounts Payable experience required.
- Experience with ERP/accounting systems required.
- Construction, restoration, service, or project-based accounting experience preferred.
- Experience with credit card and expense management programs preferred.
This position does not have direct management responsibility.
Knowledge, Skills, & Abilities
- Strong understanding of accounts payable principles and practices.
- Knowledge of general accounting procedures.
- Excellent attention to detail and organizational skills.
- Strong problem-solving and analytical abilities.
- Ability to prioritize multiple deadlines in a fast-paced environment.
- Effective communication and vendor relationship management skills.
- Proficiency in Microsoft Excel and accounting software.
- Ability to maintain confidentiality and exercise sound judgement.
Since 1966, Paul Davis has been an industry leader in the areas of property damage mitigation, reconstruction and remodeling. With more than 370 offices in our franchise network, the company serves residential, institutional, and commercial customers and clients across the United States and Canada.
We have built our heritage one project at a time, establishing a reputation for performance, integrity and responsibility among customers and carriers alike. Whether property damage is caused by water, fire, smoke, storms or other disasters, we deliver on our promise to deliver excellence, expertise and a customer experience that is second to none. At Paul Davis, our passion for quality drives everything we do.
Our Vision:
To Provide Extraordinary Care While Serving People In Their Time Of Need.
Our Values:
Deliver What You Promise
Respect The Individual
Have Pride In What You Do
Practice Continuous Improvement
Our Mission:
To provide opportunities for great people to deliver Best in Class results