Accounts Payable Specialist

POSITION OVERVIEW:

The Accounts Payable Specialist at Greython Construction is responsible for managing and processing invoices and payments. They will ensure that all invoices are accurately recorded and paid on time, while maintaining strong relationships with vendors and suppliers. This role involves verifying and reconciling invoices, resolving discrepancies with customers, employees, and vendors. This individual must ensure compliance with all state, federal, and international requirements, and all company policies and procedures must be followed.

In addition to these tasks, the Accounts Payable Specialist must also prepare and process electronic transfers and payments, as well as monitor accounts to ensure payments are up to date. They often handle expense reports, process check requests, and maintain accurate records for all transactions. The Accounts Payable Specialist may also assist with month-end closing activities and provide support during audits. Strong attention to detail and excellent organizational skills are essential for this role.

Proficiency in accounting software and spreadsheets is required along with a good understanding of basic accounting principles. Effective communication skills are important as this role involves frequent interaction with vendors, customers, and internal Company departments. The Accounts Payable Specialist must be able to work independently and as a part of a team, managing multiple tasks and adhering to deadlines efficiently. They play a role in the financial health of the Company by ensuring timely and accurate payments. Overall, this position requires a high level of accuracy, integrity, and confidentiality.

ESSENTIAL FUNCTIONS/RESPONSIBILITIES:

• Process and manage invoices from multiple vendors across different states

• Process vendor and subcontractor invoices and ensure timely payments using programs like QuickBooks Online, Sage Intacct, or similar

• Maintain organized records of financial documents and vendor files & subcontractor compliance

• Ensure compliance with state-specific tax regulations and reporting requirements

• Reconcile vendor statements and resolve any discrepancies promptly

• Prepare and process electronic transfers, ACH payments, and checks

• Maintain accurate and organized records of all accounts payable transactions

• Collaborate with Project Managers and upper management to verify and approve project-related expenses

• Monitor and manage accounts to ensure timely payments and avoid late penalties

• Assist with month-end closing activities and financial reporting

• Handle employee expense reports and ensure adherence to Company policies and procedures

• Support internal and external audits by providing necessary and required documentation

• Effective communication with vendors and internal departments to address payment discrepancies

• Keeping informed regarding Accounts Payable processes to enhance efficiency and accuracy

EDUCATION AND EXPERIENCE REQUIREMENTS:

• High School Diploma or GED

• Associate’s Degree in Accounting, Finance, or related field preferred

• Bachelor’s Degree in Accounting, Finance, or related field not required, but could be advantageous for career development

• 1–3 years of Accounts Payable experience, preferably in a construction or related industry

• 1–3 years of accounting software; QuickBooks, SAP, SAGE, or other Enterprise Resource Planning (ERP) system

KNOWLEDGE | SKILLS | ABILITIES REQUIRED:

• Ability to adjust to changing processes and procedures in a dynamic industry and evolving organization

• Efficiently prioritizing tasks to meet deadlines

• Skilled in addressing and resolving payment-related issues

• Knowledge of multi-state and/or country tax regulations for handling payments in multiple states and countries

• Capability to identify and resolve accounting related issues promptly

• Ability to manage multiple tasks and deadlines efficiently

• Attention to detail to ensure accuracy in invoice and payment processing

• Confidentiality to ensure Company documents and information remains private

PHYSICAL REQUIREMENTS:

• Ability to lift and carry items up to 25 pounds

• Read and interpret documents, computer screens, and other written materials

• Proficiency in typing and data entry, with ability to use keyboard for extended periods

• Ability to sit at a desk for prolonged periods

• Ability to reach overhead and below the waist, occasional bending and stooping, and perform repetitive tasks

• Adhere to requirements to work in an office environment

• Ability to work in an office setting, and potential need for jobsite/vendor/other visits as needed

IT REQUIREMENTS:

• General knowledge and understanding of Microsoft Office technology

• Accounting software; QuickBooks, SAP, SAGE, or other Enterprise Resource Planning (ERP) system

• Procore knowledge a plus

• General ability to utilize cellular phone/Laptop/iPad or tablet for work

• Drop Box or similar shared drive knowledge