Accounts Payable Administrator (Construction-Homebuilding)

Tim Lewis Communities•Roseville, CA

1d•$27 - $31•Onsite

About The Position

Tim Lewis Communities has been dedicated to building high-quality homes in Northern California and Nevada for over four decades. Known for its innovative and distinctive architecture, the company emphasizes superior customer service and steadfast commitment to energy efficiency and sustainability. With the Solar Living Homes neighborhoods, Tim Lewis Communities integrates solar power and energy-efficient features as standard offerings, helping homeowners save money while supporting environmental conservation efforts. The company is proud to uphold a legacy of excellence, delivering value and satisfaction to homeowners. TLC is looking for an Accounts Payable Administrator with 3-5+ years of high-volume experience to provide accounts payable and general accounting clerical support. Performs the accounts payable functions including but not limited to the following: sort and classify billing received, facilitate invoice posting, generate vendor payments, audit vendor accounts, communicate with vendors, manage joint checks, and maintain an organized workspace. Additionally, employee will be the lead on any vendor problem resolution with both external and internal parties, evaluate and establish best practices and process improvements, and bear responsibility for documentation of current policies and procedures. Sort incoming mail or accounts payable e-mail for company and distribute, organize invoicing received by department/project, review billing package for accuracy and completeness with vendor billing requirements, and route into proper track for approval using established channels. Manage integration between Build Pro and SAGE to ensure integrity of contract coding used. Research and resolve discrepancies. Post unapproved invoices into the pending invoice register or approved invoices into the invoice register using SAGE 300 or Build Pro Integration Functionality. Analyze and code monthly utility billing ensuring that all utilities are transferred at close of escrow to homeowner obligations. Review vendor statements monthly and reconcile to SAGE accounting records. Research discrepancies and work with vendor and TLC personnel to secure timely resolution. Identify invoices eligible for payment, generate checks (monthly/weekly), assemble voucher packages to be routed for signature, and mail signed checks after confirming vendor’s compliance with check release policies. Communicate regularly with vendors via phone or e-mail regarding questions about their account. Maintain the preliminary notice log for new filings received and dispositions via an “Unconditional Final Lien Release” so joint check information can be secured from material suppliers in order to process monthly vendor payments. Populate joint check lien release schedule with supplier releases prior to generating vendor payments and facilitate obtaining progress/final lien releases from all vendors. Maintain an organized work space through daily/weekly filing and proper labeling. Monitor aging of payables, payment dates, discounts and finance charges. May include: Manage 1099 Preparation Annually Instrumental in establishing policies and procedures for paperless billing using Build Pro software. Testing, reconciliation, resolution, and establishing best practices. Manage data in AP in SAGE 300 to ensure system works efficiently and historical data can be accessed when needed during the 10yr warranty period including reports. Documenting Department Policies and Procedures related to Accounts Payable. Other duties may be assigned. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Requirements

High School (GED) plus 3-5 years related experience or equivalent combination of education and experience
Sage accounting software experience (Build Pro software experience preferred not required)
High Attention to detail
Ability to manage Vendor accounts & Full cycle AP duties (including identifying, researching and resolving account issues)
Microsoft Outlook: Open and reply to e-mails, open folders, set and reply to calendar appointments
Word - Basic Skills: Open document, change font, copy text, create columns check spelling, change margin, align text, set tabs, create labels
Excel - Intermediate Skills: Formula, edit formula, sort range, insert row, Use SUM function, align text, preview worksheet, move between worksheets, go to cell, move formula, change column width, add new worksheet, freeze titles, add footer, name range, add border, filter list, insert page break, change page orientation, center text over columns
Sage 300 accounting software experience preferred
Build Pro software experience a plus
10-Key proficient
Seldom - Stoop, kneel, crouch, or crawl
Occasionally - Stand, walk, and lift up to 25lbs
Frequently- Sit, use hands, reach with hands and arms, talk, and lift (up to 10lbs)

Responsibilities

Sort and classify billing received
Facilitate invoice posting
Generate vendor payments
Audit vendor accounts
Communicate with vendors
Manage joint checks
Maintain an organized workspace
Lead on any vendor problem resolution with both external and internal parties
Evaluate and establish best practices and process improvements
Bear responsibility for documentation of current policies and procedures
Sort incoming mail or accounts payable e-mail for company and distribute
Organize invoicing received by department/project
Review billing package for accuracy and completeness with vendor billing requirements
Route into proper track for approval using established channels
Manage integration between Build Pro and SAGE to ensure integrity of contract coding used
Research and resolve discrepancies
Post unapproved invoices into the pending invoice register or approved invoices into the invoice register using SAGE 300 or Build Pro Integration Functionality
Analyze and code monthly utility billing ensuring that all utilities are transferred at close of escrow to homeowner obligations
Review vendor statements monthly and reconcile to SAGE accounting records
Identify invoices eligible for payment, generate checks (monthly/weekly), assemble voucher packages to be routed for signature, and mail signed checks after confirming vendor’s compliance with check release policies
Maintain the preliminary notice log for new filings received and dispositions via an “Unconditional Final Lien Release” so joint check information can be secured from material suppliers in order to process monthly vendor payments
Populate joint check lien release schedule with supplier releases prior to generating vendor payments and facilitate obtaining progress/final lien releases from all vendors
Monitor aging of payables, payment dates, discounts and finance charges
Manage 1099 Preparation Annually
Instrumental in establishing policies and procedures for paperless billing using Build Pro software
Manage data in AP in SAGE 300 to ensure system works efficiently and historical data can be accessed when needed during the 10yr warranty period including reports
Documenting Department Policies and Procedures related to Accounts Payable
Other duties may be assigned