Senior Accounts Payable Specialist
il y a 15 jours
Roseville
Job Description Job Summary The Senior Accounts Payable (AP) Specialist is a critical role responsible for executing the full-cycle AP process within the construction environment, ensuring timely and accurate processing of invoices, managing vendor accounts, and processing payments with a specific focus on construction-related complexities like Progress Billing, Subcontractor/Vendor Lien Waivers, and Job Costing. This position supports the Finance and Project Management teams by maintaining accurate financial records, adhering to company policies and IRS 1099 requirements as well as serving as the primary AP subject matter expert. Duties & Responsibilities Supervisory & Leadership Duties • Manages, coaches, and mentors the Accounts Payable Specialist, including goal setting, performance reviews, disciplinary actions, and continuous professional development., • Directs the daily workflow and task distribution of the AP team to ensure all deadlines for invoice processing, payment runs, and compliance submissions are consistently met., • Oversees the internal control environment for the AP function, ensuring adherence to payment authorization limits, proper segregation of duties, and compliance with company policies., • Owns the full year-end compliance cycle, including the reconciliation, preparation, electronic filing, and mailing of 1099 and other required forms for vendors and subcontractors., • Directs and validates the accuracy of all construction-specific AP compliance documentation, including the collection, review, and tracking of Conditional and Unconditional Lien Waivers before payment release., • Oversees the preparation and reviews the monthly Accounts Payable accrual journal entries and leads the AP component of the month-end and year-end closing process., • Conducts weekly audits of vendor master data (W-9s, insurance) and processed invoices to ensure correct GL coding and accurate allocation to project job costs., • Oversees the processing of high-volume, full-cycle accounts payable, including receiving, coding, and entering invoices, and expense reports with a focus on detailed job costing allocation., • Oversees the execution of weekly payment runs (checks, ACH, wire transfers) ensuring payments are reconciled and appropriate supporting documentation is maintained., • Insures the collection and validation of required vendor/subcontractor compliance documents, including W-9 forms and current Certificates of Insurance (COI)., • Manages the critical process of collecting, verifying, and tracking Conditional and Unconditional Lien Waivers from subcontractors and material vendors prior to processing payments.[JD1], • Oversees the Reconciliation of vendor statements monthly, investigating and resolving discrepancies, outstanding invoices, and debit balances promptly., • Oversees the accurate tracking and allocation of expenses to specific Work In Progress (WIP) jobs, general ledger accounts, and cost codes using industry-specific accounting software., • Executes year-end closing processes, including preparing accruals[JD2] [LP3] and assisting with internal and external audits., • Responsible for processing all credit card reconciliations and employee reimbursements in a timely manner., • Performs other duties as assigned. Financial Responsibilities This position is responsible for the secure, accurate, and compliant processing and disbursement of company funds through the Accounts Payable system. This includes managing cash flow impacts, verifying expense allocations, and ensuring 1099 compliance. Supervisory Responsibilities This position serves as the Accounts Payable Supervisor and directly manages the Accounts Payable Specialist. Responsibilities include supervising daily activities, training new staff, planning and assigning workload, and conducting performance evaluations. This position serves as the Accounts Payable Supervisor and directly manages the Accounts Payable Specialist. Responsibilities include supervising daily activities, training new staff, planning and assigning workload, and conducting performance evaluations. Qualifications To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Skills and Abilities • Exceptional attention to detail and accuracy in data entry and financial record keeping., • Proven ability to manage high-volume transactions and meet strict weekly and monthly deadlines in a fast-paced environment., • Strong organizational and time management skills with the ability to prioritize multiple projects and tasks., • Excellent written and verbal communication skills for effective internal communication and professional interaction with vendors and subcontractors., • Ability to troubleshoot and solve complex AP issues, particularly those involving purchase orders and job cost discrepancies., • Proficiency in the Microsoft Office Suite, especially Excel (pivot tables, VLOOKUPs), for reporting and analysis. Knowledge • Deep knowledge of full-cycle Accounts Payable processes and best practices., • Thorough understanding of General Ledger (GL) coding and job cost accounting principles specific to the construction industry., • Familiarity with construction documentation, including Subcontracts, Change Orders, Progress Billings, and Lien Waivers., • Working knowledge of IRS requirements for 1099 reporting., • Understanding of basic internal controls related to segregation of duties and payment authorization. Education and/or Experience • Education: Associate’s degree in Accounting, Finance, or a related field or equivalent experience. A Bachelor's degree is preferred., • Experience: Minimum of 5+ years of dedicated Accounts Payable experience, with at least 5+ years specifically within the Construction, Engineering, or Property Management industries., • Industry-Specific Experience: Proven experience utilizing major construction accounting software (e.g., Viewpoint Vista, Procore, or similar ERP systems). Competencies • Integrity: Consistently demonstrates ethical behavior and transparency in all actions, ensuring trust and accountability in the workplace., • Financial Acumen: Demonstrates a solid grasp of financial concepts and AP impact on the general ledger and job costs., • Process Efficiency: Constantly seeks opportunities to improve and streamline AP workflows., • Accountability: Takes ownership of all AP transactions and ensures accuracy and compliance., • Interpersonal Savvy: Builds collaborative relationships with the accounting team, project management teams and vendors to resolve issues professionally., • Adaptability: Handles changes in workflow, system updates, and urgent requests effectively., • Continuous Learning: Eager to expand skills and knowledge. Physical Requirements • Sitting: Regularly required to sit for extended periods while working at a computer., • Manual Dexterity: Frequent use of hands and fingers to handle, feel, or operate objects, tools, or controls; reach with hands and arms., • Lifting: Occasionally required to lift and/or move up to 20 pounds (e.g., file boxes, office supplies)., • Vision: Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus. Company DescriptionFounded in 1992, Lancaster Burns Construction, Inc. (LB Construction) is a trusted, employee-owned multi-trade subcontractor specializing in commercial and industrial construction. With over three decades of experience, we proudly provide top-tier services in Rough Carpentry, Steel, Metal Stud/Drywall, and Concrete. As a 100% employee-owned company, LB Construction offers a unique culture that empowers every team member to take an active role in the company's success. Our employees are the foundation of our business, and we’re committed to creating an environment where you can grow, contribute, and thrive. With us, the opportunity for growth and advancement is limitless—your career journey is in your hands.Founded in 1992, Lancaster Burns Construction, Inc. (LB Construction) is a trusted, employee-owned multi-trade subcontractor specializing in commercial and industrial construction. With over three decades of experience, we proudly provide top-tier services in Rough Carpentry, Steel, Metal Stud/Drywall, and Concrete.\r\n\r\nAs a 100% employee-owned company, LB Construction offers a unique culture that empowers every team member to take an active role in the company's success. Our employees are the foundation of our business, and we’re committed to creating an environment where you can grow, contribute, and thrive. With us, the opportunity for growth and advancement is limitless—your career journey is in your hands.