JOB SUMMARY
The Accounts Payable Specialist is responsible for executing complex full-cycle construction accounts payable operations, subcontractor payment and compliance workflows, corporate purchase card and virtual card administration, vendor master data integrity, and period-end close activities. Reporting directly to the Accounts Payable Manager, this role serves as a key operational resource between transactional AP processing and department management. The AP Specialist collaborates cross-functionally with operations, project teams, vendors, and subcontractors to ensure payment accuracy, timely processing, and effective internal controls.
JOB SCOPE & ESSENTIAL FUNCTIONS
Primary Accountabilities
- Multi-Entity AP Processing & Accounting:
- Support accounts payable processing.
- Review and approve invoices and payment transactions.
- Process miscellaneous payment requests.
- Monitor and follow up on AP aging and compliance issues.
- Process payment adjustments and exceptions.
- Vendor Master Data Integrity & Verification:
- Manage vendor onboarding and vendor master file maintenance in accordance with established internal controls and segregation of duties.
- Review corporate credit applications for accuracy, completeness, and required approvals.
- Corporate Credit Card (P-Card) & Virtual Card (V-Card) Administration:
- Card issuance and account maintenance.
- Manage P-Card and V-Card reporting and compliance.
- Handle transaction disputes.
- Perform monthly reconciliations.
- Regulatory, Tax, Audit & Close Operations:
- Assist AP Manager with period close processes, annual 1099 filings, and scheduled tax payments.
- Support statutory Unclaimed Property (UP) compliance and reporting.
- Respond promptly to internal and external audit requests.
- Assign and prioritize incoming service request tickets related to AP.
- Subcontractor Payment & Compliance Administration:
- Manage subcontractor payment process and resolve payment and compliance-related issues.
- Review and authorize subcontractor disbursements in accordance with established payment schedules, compliance requirements, and approval controls.
- Contractor Controlled Insurance Program (CCIP) Administration:
- Validate and process deductions for insurance costs.
- Coordinate CCIP closeout activities, including calculation, reconciliation, and processing of final insurance deductions.
Secondary Accountabilities
- Provide backup support for AP and accounting functions, including payment processing and general AP administrative duties during absences and peak processing periods.
Education/Training
- Bachelor’s degree in Accounting, Finance, Business Administration, or equivalent related professional experience is typical.
Knowledge/Skills/Abilities
- Experience with construction-specific ERP systems such as CMiC strongly preferred.
- Experience with subcontractor payment and compliance platforms such as Textura strongly preferred.
- Intermediate to advanced Microsoft Excel skills (pivot tables, VLOOKUP/XLOOKUP functions, data analysis, and ad-hoc financial reporting).
- Strong working knowledge of construction-specific payment and compliance requirements, including conditional and unconditional lien waivers.
- Strong analytical, problem-solving, planning, and organizational skills to prioritize multi-entity deadlines and resolve complex integration exceptions.
- Excellent interpersonal and customer service skills to interface professionally with project teams, corporate leadership, subcontractors, and banking partners.
Work Experience
- Minimum 5+ years of progressive Accounts Payable or General Accounting experience is typical.
- Prior experience in the Construction, General Contracting, Subcontracting, or Real Estate Development industry is strongly preferred.
- Experience with complex AP functions, including multi-entity accounting, reconciliations, tax reporting, and regulatory compliance preferred.
