Accounts Payable Specialist (Construction)

Aston Carter•Fairfield, CA

5d•$22 - $28•Onsite

About The Position

We are seeking an experienced Accounts Payable Specialist to join our team in Suisun, CA. The primary responsibility is to manage all aspects of the accounts payable process including analyzing and processing invoices, handling purchasing and receiving documents, and managing expense reports. You will work closely with vendors and team members to resolve past due invoices and reconcile monthly statements. Additionally, you will oversee ad hoc administrative and general office management duties. This is a 100% in-office position with no remote work options.

Requirements

3+ years of accounts payable experience within the construction industry.
Experience with invoice processing, construction accounting, and vendor management.
Proficiency in Microsoft Office, particularly Excel, including pivot tables preferred.
Experience with INTACCT accounting system or similar ERP systems.
Familiarity with lien and lien release processes.

Nice To Haves

Company will support becoming a certified notary.
Preferred experience with Sage 300 Construction and Real Estate.

Responsibilities

Manage all accounts payable duties for all jobs and overhead, ensuring project cost codes and approvals are acquired.
Process full cycle invoices, approximately 300 per month.
Collect waivers from subcontractors.
Enter all accounts payable-related documents into the INTACCT accounting system.
Maintain vendor insurance certificates monthly, ensuring they are current and uploaded into INTACCT and vendor files.
Select open payables weekly for submission to the Business Manager for approval before requesting checks.
Submit credit applications for new vendor account setup.
Reconcile monthly credit card and fuel card statements.
Reconcile vendor statements.
Manage the subcontract process, including uploading executed contracts, managing change orders, receiving and reviewing subcontractor invoices, and ensuring payments are processed on schedule in accordance with contract guidelines and payment terms.
Answer phones, assist callers, direct calls, and take messages professionally.
Ensure the operation of office equipment by completing preventive maintenance, calling for repairs, and maintaining supply levels.
Maintain office supply inventory, anticipate needed supplies, and place orders timely.
Retain filing systems for both hard copies and electronic files.
Provide general administrative work and assistance as requested.
Open, distribute, and prepare outgoing mail.
Arrange shipping services for documents and maintain a log of all outgoing documents.
Monitor incoming faxes, send outgoing faxes, and scan documents as needed.
Maintain schedules, event calendars, and set appointments for the management team.
Make travel, event, training, luncheon, and meeting arrangements for management, office personnel, and field employees.
Run local errands, including picking up items at the store and making FedEx drop-offs.
Create, update, and edit ad hoc reports as requested from various departments.