Accounts Payable Specialist

Accounts Payable Specialist

Schedule: Full-time Monday Friday In Office

Location: Baton Rouge LA

Summary:

The Accounts Payable Specialist is responsible for managing the companys outgoing financial obligations ensuring timely and accurate processing of invoices expense reports and vendor payments. This role supports the integrity of financial data maintains vendor relationships and ensures compliance with company policies and accounting standards.

Essential Duties & Responsibilities:

• Process high-volume vendor invoices and subcontractor invoices ensuring proper coding to jobs cost codes and general ledger accounts
• Match purchase orders receipts and invoices (3-way match) where applicable
• Review and verify subcontractor invoices against contract terms and approved change orders
• Schedule and prepare payments via check ACH or wire transfer
• Maintain and reconcile accounts payable subledger to the general ledger
• Review and process employee expense reports in accordance with company policy
• Respond to vendor inquiries and resolve discrepancies in a timely manner
• Maintain accurate vendor records including W-9s and payment terms
• Assist with month-end close including accruals and account reconciliations
• Support annual 1099 preparation and reporting requirements
• Ensure compliance with internal controls and audit requirements
• Identify and implement process improvements to increase efficiency and strengthen internal controls
• Track and collect required documentation from subcontractors including W-9s certificates of insurance (COIs) and lien waivers
• Ensure compliance with contractual and regulatory requirements prior to payment release
• Reconcile accounts payable subledger to the general ledger
• Assist with month-end close including accruals for unbilled job costs
• Support job cost reporting accuracy by ensuring expenses are recorded in the correct accounting period
• Collaborate with project managers and procurement teams to resolve invoice and cost issues
• Review and ensure the submission approval and accuracy of employee time sheets
• Provide front-office support including answering and directing incoming phone calls in a professional manner
• Other job duties as assigned

Desired Skills:

• Experience working both independently and in a team environment.
• Strong analytical and problem-solving capabilities.
• Possess excellent communication skills to interface effectively both internally and externally.
• Strong computer skills including Microsoft Office Suite.
• Experience with Acumatica ERP (accounting software) is a plus but not required.
• Willingness to learn and operate client provided programs and systems.
• Reasoning Development: Ability to carry out instructions furnished in written or oral form; strong problem-solving skills.
• Ability to effectively manage multiple priorities and properly identify issues requiring immediate attention from those that are less urgent.
• Ability to examine information facts and data and draw logical conclusions from available information.

Required Qualifications:

• High school diploma or equivalent required; Bachelors or associate degree in business/accounting is preferred but not required.
• 5 years of professional experience; or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.
• Experience in the construction industry is preferred.

Physical Demands & Work Conditions:

• Ability to sit stand and move between workstations throughout the day.
• Work is primarily in an office setting.
• Must be able to work in a fast-paced environment handling multiple requests simultaneously.

Candidates will be required to pass initial screenings and maintain active status:

• Drug & Alcohol Test
• Criminal Background Check
• LA Drivers License Status Check