Accounts Payable Clerk

Beckstrom Electric, Co•Purcellville, VA

About The Position

The Accounts Payable Clerk is responsible for the accurate and timely processing of vendor invoices, purchase orders, and payments in a project based construction environment. This role works closely with purchasing, project management, and accounting to ensure costs are properly coded, approved, and recorded in Sage 300 Construction and Real Estate (CRE). Accounts Payable Processing • Process high volume vendor invoices accurately and timely. • Match invoices to purchase orders and receiving documentation. • Verify pricing, quantities, and terms; resolve discrepancies with vendors and internal teams. • Ensure proper job cost, cost code, and general ledger coding Purchase Order Management • Set up and maintain purchase orders in Sage 300 CRE. • Track open purchase orders and commitments. • Assist with PO closeout and ensure commitments are properly relieved. • Coordinate with purchasing and project teams regarding changes, backorders, and approvals. Payments & Vendor Management • Prepare weekly check runs and electronic payments. • Maintain accurate vendor records, including W 9s and compliance documentation. • Respond to vendor inquiries regarding invoice status and payment. • Reconcile vendor statements and resolve outstanding balances. System & Reporting • Enter and maintain AP transactions in Sage 300 CRE. • Support job cost reporting by ensuring timely and accurate cost entry. • Assist with month end close activities related to accounts payable. • Maintain organized digital and physical AP records for audit support. Compliance & Controls • Ensure adherence to company policies, internal controls, and approval workflows. • Assist with sales and use tax review on invoices as applicable. • Support internal and external audits by providing AP documentation.

Requirements

Strong understanding of purchase orders, job cost accounting, and cost codes.
Proficiency with Microsoft Excel and basic accounting software.
Excellent attention to detail and organizational skills.
Ability to communicate professionally with vendors and internal teams

Nice To Haves

2+ years of accounts payable experience, preferably in construction or project based accounting.
Hands on experience with Sage 300 Construction and Real Estate (CRE) required.

Responsibilities

Process high volume vendor invoices accurately and timely.
Match invoices to purchase orders and receiving documentation.
Verify pricing, quantities, and terms; resolve discrepancies with vendors and internal teams.
Ensure proper job cost, cost code, and general ledger coding
Set up and maintain purchase orders in Sage 300 CRE.
Track open purchase orders and commitments.
Assist with PO closeout and ensure commitments are properly relieved.
Coordinate with purchasing and project teams regarding changes, backorders, and approvals.
Prepare weekly check runs and electronic payments.
Maintain accurate vendor records, including W 9s and compliance documentation.
Respond to vendor inquiries regarding invoice status and payment.
Reconcile vendor statements and resolve outstanding balances.
Enter and maintain AP transactions in Sage 300 CRE.
Support job cost reporting by ensuring timely and accurate cost entry.
Assist with month end close activities related to accounts payable.
Maintain organized digital and physical AP records for audit support.
Ensure adherence to company policies, internal controls, and approval workflows.
Assist with sales and use tax review on invoices as applicable.
Support internal and external audits by providing AP documentation.