The Construction Accounts Payable (AP) Specialist is responsible for managing and processing payments to vendors and suppliers for active construction-in-progress (CIP) projects at both the development and general contractor levels. The incumbent must be knowledgeable in all aspects of accounts payable processing. The Construction AP Specialist is also responsible for verifying and reconciling invoices, processing payments, and ensuring all financial transactions are accurate and completed in a timely manner. This role assists with various closing processes, maintains vendor records, and responds promptly to inquiries regarding financial transactions.
The Construction AP Specialist customarily and regularly is responsible for, among other duties:
- Processing weekly batches of vendor invoices through job costing systems and ensuring timely payment
- Maintaining vendor records and handling inquiries from vendors and internal departments
- Monitoring and maintaining the accounts payable aging report and resolving discrepancies
- Expediently communicating with internal and external parties with a strong sense of urgency
- Updating preliminary notice and lien release tracking sheets for active CIP projects
Contacting venders to resolve payment discrepancies and expectations, and make requests for invoice backup or informational follow up:
Reports to: Corporate Accounting Supervisor
Supervisory Responsibilities: None
Job Classification: Regular, Full Time, Non-Exempt
JOB DUTIES AND RESPONSIBILITES:
Invoice Processing & Accounts Payable
- Process construction-related invoices, ensuring costs are accurately allocated to the appropriate jobs and cost codes and routed through the correct approval workflows
- Review invoices for accuracy and completeness, matching them to purchase orders, contracts, and delivery receipts
- Investigate and resolve discrepancies with vendors and subcontractors, ensuring timely resolution of payment issues
- Attach supporting documentation, including canceled checks and/or Procore wire payment confirmations, to funded draw packages
- Accurately organize and prepare transactional backup using company convention and best practices
Vendor Management & Communication
- Prepare, request, and track subcontractor and supplier lien releases for both progress and final payments
- Manage daily incoming physical mail and AP email inbox, distributing items appropriately
- Mail vendor payments, including checks and couriered disbursements, as needed
- Coordinate check pickup arrangements with construction vendors
- Communicate effectively and succinctly when dealing with all levels of management, internal and external
Construction Project Support (CIP & Draws)
- Track all construction-in-progress (CIP) utility accounts and coordinate transition to Community Management (MFM) upon issuance of Temporary Certificate of Occupancy (TCO)
- Compile initial reimbursement invoice packages required for financial close at the start of construction projects
- Assist with preparation and processing of 1099s for the construction department
Reporting, Reconciliation & Documentation
- Maintain spreadsheets and tracking logs to support departmental operations
- Generate and distribute reports to stakeholders and affiliates within required deadlines
- Perform document management tasks, including copying, scanning, and maintaining organized physical and digital filing systems
- Gather and provide supporting documentation for corporate and external auditors, including vouching of payables
Process Improvement & Systems Support
- Collaborate with the accounting team on AP automation initiatives, assisting with evaluation and implementation of process improvements for invoice processing and payment workflows
- Perform additional duties as needed to support accurate and compliant accounting practices across assigned properties
REQUIRED SKILLS, QUALIFICATIONS AND ABILITIES:
To perform this position successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
At least two years of work experience in a similar or related position with a two (2) year college degree and/or equivalent work experience in accounting. Real estate development or construction experience is desired.
Ability to analyze and interpret documents such as loan and partnership agreements, operating, procedural manuals, and safety documents. Ability to write routine reports and correspondence. Strong leadership and mentoring abilities. Ability to interact/communicate effectively in a professional and pleasant manner with Vendors, Affiliates, Stakeholders, Corporate Shareholders and Company Employees.
Knowledge of advanced accounting principles and General Ledger activity, including job cost subledger. Ability to effectively reconcile account balances, calculate figures and amounts, and apply basic math concepts.
Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights (https://www.eeoc.gov/poster) notice from the Department of Labor.
