1781 Accounts Payable Specialist Subcontractor

Reporting to the Director of Accounting and Chief Financial Officer, the Accounts Payable Specialist is a high volume, fast-paced, hands-on position responsible for managing and implementing the day to day accounts payable processes and functions in a professional and knowledgeable manner. This position processes the payment of invoices, ensuring accuracy as it relates to vendor payment, matching backup tickets, coding invoices to the proper GL account and construction projects and handling communication with management, staff, subcontractors and vendors.

Essential Duties and Responsibilities:

• Lead accounting in the day to day processing and delivery of accurate and timely company wide account payables.
• Communicate and set up new vendors
• Work directly with Chief Financial Officer to respond to pay status requests on a weekly basis.
• Assign job information and project cost codes via coding and utilization of the Company’s chart of accounts.
• Match A/P invoices to support documents, construction projects and overhead and equipment expenses.
• Key in heavy volume payable invoices on a daily basis ensuring accuracy and timeliness
• Assist staff, management and internal/external partners with problem resolution
• Ensure subcontractor compliance with W9’s, up to date insurance certificates and signed subcontracting agreements.
• Ensure on-going payables compliance with internal accounting controls, policies and procedures
• Review statements to ensure vendor accounts stay current
• Process weekly check runs
• Maintain database of appropriate W-9 forms, insurance certifications, vendor agreements and assist with year-end and month-end closing
• Review all invoices for appropriate documentation and proper approval prior to processing of the payment.
• Organize, sort and route invoices for approvals to project managers in a timely manner
• Perform corrections as required, including zero checks, for any misposted invoices in the AP system
• Process and apply credit memos as required to relevant invoices
• Cut and mail checks and process payments via credit card
• Process and pay internal check requests from staff
• Process and pay monthly staff mileage reports and allowances
• Organize, process and pay business license applications as required
• Manage and send credit applications to open new vendor accounts as needed
• Process and pay staff expense reports
• File open and paid invoices
• Pull invoices from filing for review as needed
• Request and track lien releases for vendor/subcontractor payment through cloud based portal
• Research and resolve invoice discrepancies, disputes and issues
• Maintain vendor files
• Request stop notice releases and respond to letters of intent and subcontractor liens
• Other duties as assigned

Knowledge, Skill and Ability Requirements:

• Demonstrated ability to work accurately and efficiently in a fast–paced (high volume transaction) environment is essential
• Must be able to maintain confidentiality
• Manage shifting priorities to accomplish deadlines associated with closing the accounting period
• Excellent verbal and written communication skills
• Strong multi-tasking and exceptional organization skills to balance and prioritize work independently
• Strong analytical and problem-solving skills  Team player who works effectively with others in a supporting role

Minimum Qualifications:

• Minimum 2-4 years of accounts payable experience in the construction industry
• Heavy 10 key and data entry experience
• Familiarity with generally accepted accounting principals
• Software experience with Sage 100 Contractor a plus
• Excellent MS Office Suite skills

Job Notes: 

• It’s a stable very company and the Asphalt Paving industry is pretty resistant to fluctuations in the economy.
• They hope this person comes in an excels, cleans up the issues and can be promoted quickly
• Owner is very invested in this position getting filled, he’s very generous. He takes the staff on trips (this week he’s taking them to Palm Springs).

Compensation:

• It is an hourly position Starting off at $25-27/hour
• Overtime is available
• End of the year bonus  = 2 weeks pay
• Medical, dental
• 401K available after 1 year of service. Match up to 3%

Gillian Executive Search is a leader in recruiting for general construction and subcontractor and accounting related industries.