Accounts Payable Specialist

Job Title: Accounts Payable Specialist

Position Overview:

We are seeking a detail-oriented Accounts Payable Specialist to join our finance team. The ideal candidate will be responsible for managing the accounts payable process ensuring timely processing of vendor invoices and maintaining accurate financial records. This role requires strong organizational skills and effective communication to support our operational efficiency.

Key Responsibilities:

1. Accounts Payable Management:

o Manage the accounts payable inbox () and respond to inquiries promptly.

o Print and scan invoices as required ensuring timely date stamping upon receipt.

o Submit invoices for approval from Project Managers and maintain the accounts payable register and related financial reports.

o Maintain vendor records.

2. Invoice Processing:

o Enter invoices and AIA requisitions for both daily and future payments ensuring timely processing to facilitate prompt vendor payments.

o Maintain accurate records and control reports related to accounts payable activities.

o Manage vendor correspondence via email phone and direct mail.

3. Reconciliation and Reporting:

o Reconcile vendor statements and request outstanding invoices as necessary.

o Prepare checks for daily and weekly disbursements and generate release of liens for processed checks.

o Verify Certificates of Insurance (COI) to ensure vendor compliance.

4. Financial Forecasting:

o Prepare and update cash forecasts to meet the companys financial obligations.

o Implement and uphold policies and procedures related to accounts payable.

5. Operational Support:

o Generate financial operations reports as required to support management decision-making.

6. Project Leadership:

o Lead accounts payable projects including document management invoice approval processes and cash forecasting.

o Prepare the year-end 1099 process.

Qualifications:

Education/Experience:

o Associate or bachelors degree in accounting or a related discipline.

o Solid understanding of basic bookkeeping and accounting payable principles

o 2 to 3 years of relevant experience in similar roles within office administration at a small to mid-size firm.

Skills and Abilities:

o Strong attention to detail and accuracy in financial reporting.

o Proficient in Microsoft Office Suite (Outlook Word Excel PowerPoint); familiarity with ERP systems is a plus.

o Effective communication skills and strong organizational abilities.