Accounts Payable/Receivable Specialist

Position Summary The AP & AR Specialist is responsible for ensuring that the accounting system accurately and promptly reflects what the company owes and what it has earned. The position owns accounts payable and the assigned accounts receivable functions. It ensures expenses are properly coded, documented, reconciled, and paid on time, and that completed work and approved changes become timely, accurate customer billings. The role directly impacts cash flow, cash-flow planning, job-cost accuracy, month-end reporting, vendor relationships, and the company’s ability to understand true project profitability. Unentered invoices understate expenses and liabilities, can make profitability appear stronger than it is, and leave management with an incomplete view of upcoming cash needs; delayed billings and unrecorded receipts hold back or obscure cash the company has already earned. The objective is not speed alone, but accurate, efficient, and consistent processing that keeps the books as close to real time as practical. The first six months of employment are a training period, after which the employee is expected to perform both AP and AR functions with minimal oversight.

Responsibilities: Accounts Payable Processing

• Process vendor invoices promptly and accurately, entering the correct vendor, amount, invoice date, GL account, job, cost class, phase, task, and tax coding. • Maintain a steady daily processing pace throughout the week so invoices do not build into week-end or month-end backlogs. • Work with Project Managers and Foremen to obtain missing job, phase, task, PO, approval, or supporting information. • Scan and match invoices, packing slips, and POs; enter approved invoices into Foundation with support attached and maintain organized electronic records. • Ensure every transaction has the support, approvals, and coding needed to be reviewed, reconciled, and defended at month-end close, audit, or management review. • Prevent duplicate entries and resolve posting errors or discrepancies promptly. • Communicate promptly when volume, approvals, missing information, or other issues prevent normal processing.

Vendor Management & Payments

• Review vendor statements for missing invoices, credits, discrepancies, or duplicate activity. • Maintain vendor records, payment information, remittance addresses, W-9s, insurance certificates, WBE documentation, EINs, and other required information. • Verify all new or changed vendor bank information by phone call to the contact information already on file before any change is made. • Verify subcontractor insurance certificates are current at the time the contract is signed and again before each payment to the subcontractor. • Review AP aging and upcoming obligations so management has a complete view of upcoming cash requirements and payments are prepared according to vendor terms and cash-management priorities. • Prepare checks, ACH/EFTs, credit card payments, and other vendor payments. The Accounting Manager approves all payments and schedules ACH/EFTs; the Owner signs all checks. • Resolve vendor questions on unpaid invoices or account discrepancies to avoid late fees, missed discounts, account holds, or supply disruptions.