Accounts Payable Specialist

To be successful in this position, the successful candidate must be able to satisfactorily perform each of the essential duties and responsibilities listed in the functions below:

Accounts Payable

• Set up new vendors in the ERP/AP system and ensure accurate documentation
• Receive AP invoices from multiple sources: accounting general inbox, direct email, indirect email, USPS. Ensure timely voucher entry in the AP system.
• Verify appropriate documentation is received with invoice payment request, proper GL and Job Cost coding and approval.
• Process weekly payments via check or wire transfers, ensuring they are made in a timely manner and within payment terms as specified in the vendor terms, PO or Subcontract.
• Assist in resolving discrepancies on invoices by working directly with the originating department and vendor as needed.
• Act as the primary point of contact for vendor inquiries regarding payment status.
• Maintain accurate, up-to-date vendor files, physical and digital, and ensure accounts payable records meet standard record retention guidelines

Purchasing

• Coordinate with operations teams to generate Purchase Orders and manage the process for direct purchase of job-related material, equipment or services.
• Ensure vendors provide proper documentation for tax reporting
• Review and maintain accurate reporting, including monthly Open Committed Cost reports

Expense Reimbursement

• Manage company expense approval and reimbursement process while maintaining compliance with the current expense policy
• Oversee monthly Corporate Credit Card expenses through statement reconciliation. Ensure proper receipts and approval are received in a timely    Ensure expenses are coded to the correct GL account and Job Cost.