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Accounts Payable (AP) Specialist
Department: Accounting & Finance
Reports To: Controller
Classification: Full-Time
Industry: Service / Construction
Invoice Volume: 500–1,000 invoices/month
Salary Range: $62,500–$70,000 per year
Position Summary
This role owns the full accounts payable cycle for a high-volume service and construction operation. You will be responsible for accurate, timely processing of 500–1,000 invoices per month, strict adherence to 3-way PO matching protocols, and delivering clean, on-time data for month-end close. A professional who has operated in a fast-paced environment, maintains accuracy under volume pressure, and can self-manage workflow without constant oversight.
What You Will Own
- Full-cycle accounts payable processing: receipt, coding, matching, approval routing, and payment execution across 500–1,000 invoices per month
- 3-way PO matching (PO / receiving document / invoice) with zero-tolerance accuracy standards — exceptions must be flagged and resolved, not processed through
- Subcontractor and vendor invoice management including compliance tracking and documentation requirements specific to construction (certificates of insurance, lien waivers where applicable)
- Weekly and bi-weekly check runs and EFT payment processing; managing payment prioritization and cash flow timing in coordination with the Controller
- Month-end close support: AP aging reconciliation, accrual preparation, and ensuring all liabilities are captured accurately and on deadline
- Vendor account management: statement reconciliation, dispute resolution, and maintaining clean vendor master data in QuickBooks
- Maintenance of organized, audit-ready documentation for all transactions
- Identifying and flagging process breakdowns, duplicate payments, and coding errors before they become close problems
What We Need From You
Non-negotiable requirements:
- 3+ years of full-cycle accounts payable experience
- Demonstrated experience managing high invoice volumes (500+ per month) with measurable accuracy
- Proficiency in QuickBooks (Online) or equivalent
- 3-way PO matching experience in a product- or project-based business; construction or trades experience is a strong differentiator
- Proven ability to meet hard close deadlines without reminders or errors requiring rework
- Strong data entry accuracy and organization skills
Strongly preferred:
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- Experience in construction, trades, field services, or project-based billing environments
- Exposure to job costing or cost code structures
- Experience supporting a Controller or CFO through month-end close
How Success is Measured
In this role, you will be evaluated on outcomes, not effort. Specifically:
- Invoice processing accuracy rate — target 99%+ with zero duplicate payments
- Close deliverables submitted on time, complete, and requiring no corrections
- AP aging kept current with no unresolved items aging beyond policy thresholds
- Vendor disputes resolved within defined agreements without Controller escalation
- Clean audit trail on all transactions — documentation available on demand
Why Join Us?
- Fast-paced office environment within an active service operation – expect volume surges, deadline, and cross-functional urgency during peak periods
- Direct collaboration with the Controller, project managers, and field operations leadership
- Full-time, on-site position
- Standard business hours with additional availability required during close windows
- Opportunity to work on large-scale, technically interesting projects
- Direct access to decision-makers and leadership
- Long-term growth potential in a stable, specialized industry
- Work in a high-demand industry
- Be part of a growing company with strong technical capabilities
- Influence company growth, strategy, and market presence
Hiring Process Transparency
- Artificial intelligence tools may be used to assist with résumé screening during the hiring process
- Candidates who are interviewed will be notified of the hiring decision within 45 days of their final interview
- All applications will be kept confidential.
