POSITION SUMMARY: Under the direction of the Director of Production, the Senior Accounts Payable Specialist will be responsible for the timely and accurate execution of critical accounting activities with a primary focus on full-cycle accounts payable and seamless interactions with the primary contractor Lee Hartman & Sons (LHS). This role will oversee daily accounts payable processes at PMI, prepare and submit accurate invoicing and supporting documentation to LHS, provide data to support PMI commission calculations, maintain vendor and general ledger records, and serve as the key point of contact for all accounting-related communications with LHS’s accounting department.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Perform full-cycle accounts payable processing: receive, review, code, match invoices to purchase orders or supporting documentation, resolve discrepancies, and enter into the accounting system for review and payment.
- Oversee daily accounts payable activities, ensuring invoices are properly documented, coded, matched, and any discrepancies resolved. Review A/P batches for accuracy and post when data is correct.
- Accumulate all relevant data to facilitate the creation and development of accurate job, sales order, and drop-ship information in order to provide the most accurate invoicing to LHS.
- Coordinate with internal teams to ensure accurate billing data is compiled and submitted to LHS’s accounting team (Senior Accounting Lead and Accounting Specialist) to produce quality, timely invoices. Provide correct G/L or project account information as required.
- Tally all invoicing submitted to LHS and prepare supporting data for PMI commissions in accordance with the agreement. Support monthly commission processing and payment coordination with LHS.
- Maintain the accounting system accounts payable vendor database with current and accurate information.
- Reconcile assigned general ledger accounts on a monthly basis, with particular attention to the cash account, accounts payable account, and other relevant accounts.
- Serve as the primary point of contact with LHS’s accounting team regarding invoices, payments, supporting documentation, discrepancies, and any other financial information requests. Provide timely, accurate responses and materials to LHS’s Senior Accounting Lead and Accounting Specialist.
- Perform basic accounting and other related duties as required. Develop and record journal entries per standard practices or as directed by the Director of Production.
- Maintain and document asset acquisitions and capital expenditure records as needed for internal purposes or reporting to LHS.
- Achieve and maintain mastery of Jetbuilt and NetSuite.
- Perform other related duties as assigned.
REQUIRED SKILLS, KNOWLEDGE AND ABILITIES:
- Strong technical accounting knowledge and experience, with emphasis on accounts payable and billing processes.
- Mastery of Jetbuilt and NetSuite (or demonstrated ability to achieve rapid mastery). Prior experience with NetSuite is a strong plus.
- High level of experience and skill with Microsoft Excel.
- Detail-oriented with strong commitment to accuracy.
- Deadline-oriented, dedicated to compliance with payment terms and no late fees or missed discounts.
- Highly flexible and adaptable; readily able to comply with changing demands and priorities.
- Computer savvy; able to efficiently handle all necessary computer and accounting system activities.
- Quick learner and ability to retain large volumes of information.
- Competent and accurate handling of numbers in a highly repetitive manner.
- Highly reliable; must be counted on for consistent attendance and performance.
- Accustomed to handling large volumes of data in a dynamic environment.
- Strong communication and interpersonal skills for effective coordination with LHS accounting personnel and internal teams.
- Discreet, able to handle confidential information as necessary.
MINIMUM REQUIRED EDUCATION/EXPERIENCE:
- Bachelor’s degree in Accounting or Business, preferred.
- Minimum 5+ years hands-on accounting experience, preferably in a complex contracting, manufacturing, or fulfillment organization. Can possibly substitute degree with more than five years of experience performing comparable duties in a similar organization.
PHYSICAL REQUIREMENTS:
- This position is primarily a sedentary position that would occasionally require the ability to move about the office to access file cabinets, office machinery, etc.
- Occasional lifting of up to 25lbs.
- This position requires constantly operating a computer and other office machinery such as a calculator, copier, and printer.
- The person in this position would need to regularly communicate with internal teams and LHS accounting personnel regarding invoices, charges, and other financial matters. This person must be able to accurately exchange and relay information in these situations.
WORK ENVIRONMENT: This position requires working in an office environment while performing tasks in close physical proximity to other people. The environment has a low to medium noise level.
TRAVEL/EXPECTED HOURS OF WORK: Hours of work will be Monday through Friday, typically 8 a.m. – 5 p.m. Occasional overtime may be required as business necessitates.
Pay: $60,000.00 - $75,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Language:
Ability to Commute:
- Essex, MD 21221 (Preferred)
Work Location: In person
