Accounts Payable Specialist

POSITION OVERVIEW

StormWater Pros is hiring an Accounts Payable Specialist to own the full AP cycle for our Arizona, Utah and California operations. This role codes vendor invoices to the correct jobs and cost codes, enforces month-end cutoff, reconciles vendor statements, and keeps payments accurate and on time in a fast-paced construction services environment.

Invoice processing and job costing

• Own the full AP cycle for Arizona, Utah, and California operations, processing a high volume of vendor and subcontractor invoices across multiple divisions. • Code invoices to the correct job, phase, cost code, and cost type (labor, material, equipment, subcontract, other). • Follow the purchase order process and perform three-way matching of POs, receiving documents, and invoices. • Work with Procurement to confirm materials and services were received as ordered and invoiced at the agreed PO price, and resolve price, quantity, and receiving discrepancies before payment. • Track subcontractor retention, lien waivers, certificates of insurance, and W-9s before releasing payment. • Route invoices for approval and follow up on items held past their due dates.

Month-end close

• Enforce AP cutoff so costs land in the correct period and on the correct job. • Identify and accrue received-not-invoiced costs and late-arriving invoices at month end. • Confirm job costs are complete and correctly coded to support WIP accuracy. • Reconcile the AP subledger to the general ledger each month.

Vendor management

• Reconcile vendor statements monthly, resolving missing invoices, duplicate charges, credits, and unapplied payments. • Maintain clean vendor master files and prevent duplicate vendors and payments. • Serve as the main point of contact for vendor inquiries and payment status.

Multi-state compliance

• Apply each state’s sales and use tax rules to AP, review invoices for proper tax treatment, and accrue use tax where vendors did not charge it. • Maintain 1099 vendor records and support year-end 1099 filing. • Track subcontractor documentation to support prevailing wage and certified payroll compliance on public works jobs.

Payments and reporting

• Prepare weekly check runs, ACH, and credit card payments for review and approval. • Reconcile company credit card statements and code charges to jobs and GL accounts. • Prepare AP aging and cash requirement reports for the Accounting Manager and CFO. • Support audits, bonding reviews, and lender requests with AP schedules and documentation.