AP Specialist

InPwr•Indianapolis, IN

2d•Onsite

About The Position

The Accounts Payable Specialist is responsible for the accurate and timely processing of all outgoing payments for InPwr Inc. This role is central to the integrity of the company's financial operations and serves as a critical line of defense in protecting InPwr from unauthorized payments, vendor fraud, and financial loss. The ideal candidate understands that accounts payable is not simply a transactional function; it is a controls function. Every invoice processed, every vendor added, and every payment released must follow established authorization protocols and be fully documented.

Requirements

Exceptional attention to detail, with demonstrated ability to catch discrepancies before they become errors
Strong organizational skills and ability to manage a high volume of invoices and deadlines simultaneously
Professional written and verbal communication skills for interaction with vendors, project teams, and senior leadership
Research and problem-solving ability to investigate invoice discrepancies, reconciling items, and vendor disputes
Comfort operating within a structured controls environment and willingness to enforce process even under internal pressure
Minimum 3 years of experience in accounts payable

Nice To Haves

Prior experience in the construction industry or with a project-based business is strongly preferred

Responsibilities

Receive, review, and process invoices in Spectrum in accordance with InPwr's approved AP process
Verify that all invoices carry documented approval from the designated internal contact (PM, APM, or PC) before entry into the payment queue.
Flag and hold any invoice that lacks proper documentation, contains discrepancies, or falls outside the scope of an existing agreement; communicate with the relevant internal contact to resolve prior to processing.
Communicate professionally and promptly with both internal teams and external vendors to resolve invoice questions, disputes, or coding issues.
Coordinate with the Controller or CFO on payment timing and cash flow considerations to ensure timely payment within vendor terms and to avoid penalties or disruption.
Confirm that all required approvals and documentation are in place before releasing any payment. Do not initiate payment based on verbal instruction alone.
Issue lien waivers to vendors as required upon payment; track outstanding waiver requests and follow up to ensure timely return and filing.
Distribute new vendor packets upon request and manage the full onboarding workflow through to system setup in Spectrum.
Communicate with vendors regarding payment status, remittance details, and dispute resolution in a professional manner.
Reconcile vendor statements against the accounts payable ledger monthly to identify and resolve discrepancies in a timely manner with appropriate documentation.
Escalate any requested changes to vendor banking or remittance information for CFO review before updating the record.
Maintain organized, audit-ready records of all AP transactions, approvals, and supporting documentation.
Reconcile accounts payable transactions with the general ledger and assist with bank statement reconciliation as directed by the Controller or CFO.
Support month-end and year-end close processes, including accrual preparation, open payables reporting, and audit support as requested.
Ensure all AP processes comply with applicable tax regulations, including 1099 tracking and reporting requirements.
Monitor AP activity for adherence to InPwr's policies and internal controls; report any observed control gaps or potential policy violations to the CFO immediately.
Understand that compliance with this role's control requirements is a condition of continued employment, not an optional best practice.
Generate and distribute regular AP aging reports, open invoice summaries, and payment activity reports for Controller, CFO and other leadership review.
Provide supporting schedules and documentation for internal or external audits upon request.