Senior Accounts Payable & T&E Administrator

BGI•Mount Pleasant, SC

About The Position

BGI is seeking a Senior Accounts Payable & T&E Administrator to manage timekeeping, expense reporting, and full-cycle accounts payable. The role serves as the organization’s Deltek Costpoint Time & Expense subject matter expert, overseeing vendor voucher processing, labor tracking, and travel reimbursements while supporting accurate project costing and compliance with FAR, DCAA, and JTR requirements. The administrator manages Costpoint configurations, workflows, permissions, and employee support; processes accounts payable and disbursements; reviews travel expenses for compliance and allowability; and oversees timekeeping and labor charging practices. The role also supports reporting, reconciliations, month-end close, audit readiness, process improvement, and employee and vendor inquiries. QuickBooks is used to review financial records, run reports, research transactions, and assist with discrepancy resolution.

Requirements

Must be a U.S. citizen.
At least 5 years of experience in timekeeping, expense administration, travel compliance, accounts payable, or government contracting accounting.
Advanced hands-on experience with Deltek Costpoint Time & Expense.
Experience with full-cycle accounts payable processing, voucher entry, and disbursement runs in a project-based environment.
Working knowledge of QuickBooks, including navigating financial records, running reports, researching transactions, and supporting reconciliations.
Experience interpreting and applying FAR travel cost principles and JTR requirements.
Strong understanding of federal government contracting expense allowability and documentation requirements.
Experience auditing travel expense reports and resolving complex reimbursement issues.
Knowledge of government contractor timekeeping and labor charging requirements.
Advanced Microsoft Excel, analytical, and problem-solving skills.
Excellent communication, organizational, and customer service skills.
Ability to work independently, manage competing priorities, and maintain strict attention to detail.

Nice To Haves

Experience as a Deltek Costpoint system administrator or senior power user.
Experience using QuickBooks in a government contracting, professional services, or project-based accounting environment.
Familiarity with DCAA audits and government contractor accounting practices.
Experience supporting multiple federal contracts and contract types.
Knowledge of direct and indirect expense allocation.
Experience developing travel policies, compliance procedures, and employee training.
Experience implementing Costpoint process improvements and automation.

Responsibilities

Administer Deltek Costpoint Time & Expense, including employee configurations, expense types, approval workflows, project charging, and system permissions.
Troubleshoot timesheet and expense report issues, maintain accurate expense configurations, and ensure appropriate project, organization, and account charging.
Identify opportunities for automation, system enhancements, and workflow improvements; provide Costpoint training and technical support.
Process full-cycle accounts payable in Costpoint, including receiving, reviewing, coding, and entering vendor invoices, subcontractor billings, and payment vouchers.
Ensure accurate general ledger, project, task, and organization account distribution for direct contract costs and indirect expenses in accordance with FAR Part 31.
Prepare, schedule, and execute weekly ACH and physical-check disbursement runs.
Maintain vendor master records, collect W-9 forms, set up payment terms, track TIN verification, and assist with year-end 1099-NEC/1099-MISC reporting.
Reconcile the accounts payable subledger to the general ledger during monthly financial close.
Review, audit, and process employee travel expense reports in accordance with company policies, contract requirements, FAR, JTR, and FTR requirements.
Validate travel expenses, per diem rates, authorizations, receipts, allowability, reasonableness, allocability, and supporting documentation; identify unallowable costs, exceptions, and discrepancies.
Allocate travel expenses to government contracts, projects, and cost accounts and support internal audits, government reviews, and compliance documentation.
Oversee timesheet submission, approval, corrections, and compliance; monitor labor charging accuracy and support DCAA-compliant timekeeping, internal controls, and audit readiness.
Generate and analyze labor, AP aging, cash disbursement, and expense reports in Costpoint; use QuickBooks to review records, run reports, research transactions, and help resolve discrepancies.
Support month-end close, expense reconciliations, and other accounting activities; develop and maintain standard operating procedures and employee training materials.
Recommend improvements to travel reimbursement, accounts payable workflows, and internal controls; collaborate with Accounting, Contracts, Human Resources, and Project Management to resolve issues.
Provide professional, customer-focused support to employees, managers, approvers, and vendors; respond to payment inquiries and explain policies, reimbursement rules, documentation requirements, and Costpoint processes.
Communicate issues involving missing documentation, voucher discrepancies, reimbursement adjustments, policy exceptions, and compliance concerns; manage high-volume inquiries and competing priorities while maintaining accuracy and service standards.