The Construction Accounts Payable Specialist is responsible for managing the full accounts payable cycle while ensuring strict adherence to company purchasing policies and internal controls. This role is heavily focused on purchase order management, three-way matching, vendor reconciliations, and accurate job cost coding in a fast-paced construction environment. The ideal candidate has strong analytical skills, exceptional attention to detail, and experience working with job costing and construction accounting software.
Essential Duties and Responsibilities
Accounts Payable
Process a high volume of vendor invoices accurately and timely.
Perform three-way matching between purchase orders, receiving documentation, and vendor invoices before payment.
Verify invoice pricing, quantities, freight, taxes, and contract terms.
Code invoices to the appropriate general ledger accounts, cost codes, phases, departments, and jobs.
Monitor vendor discounts and ensure payments are made within terms.
Resolve invoice discrepancies by working closely with purchasing, project managers, warehouse personnel, and vendors.
Purchase Order Management
Maintain and monitor the complete purchase order lifecycle.
Review purchase orders for completeness, approvals, and budget compliance.
Match invoices against open purchase orders and receiving records.
Investigate unmatched invoices, duplicate billings, pricing discrepancies, and unauthorized purchases.
Reconcile open purchase order reports and ensure timely closure of completed purchase orders.
Assist purchasing personnel with correcting purchase order errors and maintaining accurate commitments.
Review change orders and ensure purchase order revisions are properly documented.
Vendor Reconciliations
Reconcile vendor statements monthly.
Research and resolve outstanding balances and invoice discrepancies.
Maintain positive vendor relationships through prompt communication.
Process vendor credit memos and returns.
Assist with vendor setup, W-9 collection, insurance compliance, and payment information verification.
Job Cost Accounting
Ensure all invoices are accurately allocated to jobs and cost codes.
Verify subcontractor, material, equipment, and overhead costs are charged correctly.
Assist project managers with invoice research and job cost inquiries.
Monitor committed costs versus actual expenditures.
Month-End Responsibilities
Assist with month-end close procedures.
Accrue invoices received after month-end when required.
Reconcile accounts payable, purchase orders, and accrued liabilities.
Prepare reports for management regarding open purchase orders, aged payables, and vendor balances.
Support internal and external audits by providing requested documentation.
Qualifications
Associate’s or Bachelor’s degree in Accounting, Finance, or related field preferred.
Minimum 3 years of accounts payable experience.
Construction industry experience required.
Strong knowledge of purchase order processing and job costing.
Experience with ERP systems such as Viewpoint Spectrum, Vista, Foundation, Sage 100 CRE, CMiC, or similar construction software.
Proficient in Microsoft Excel, including pivot tables, lookups, and data analysis.
Strong organizational and problem-solving skills.
Excellent communication and customer service skills.
Ability to manage multiple priorities while meeting deadlines.
Preferred Skills
Construction accounting knowledge.
Three-way matching expertise.
Purchase order auditing.
Vendor statement reconciliation.
General ledger coding.
Job cost accounting.
Internal controls and compliance.
Credit card reconciliation.
Excel reporting and analysis.
Attention to detail with strong analytical skills.
Key Performance Indicators (KPIs)
Invoice processing accuracy.
Purchase order match rate.
Vendor reconciliation completion.
Invoice turnaround time.
Payment timeliness.
Reduction in unmatched purchase orders.
Reduction in duplicate or erroneous payments.
Month-end close deadlines met.
Vendor issue resolution time.
Compliance with company purchasing policies.
Physical Requirements
Ability to sit for extended periods while working on a computer.
Ability to occasionally lift up to 20 pounds.
Ability to work in a fast-paced office environment with frequent interruptions.
Success in This Role
A successful Construction Accounts Payable Specialist is proactive, detail-oriented, and committed to maintaining accurate financial records while supporting field operations through efficient purchase order management, strong vendor relationships, and timely invoice processing. They play a critical role in protecting company assets through disciplined internal controls and accurate job cost reporting.
Pay: $26.50 - $31.91 per hour
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
