Accounts Payable Clerk

About the Role

The Accounts Payable Coordinator assists the accounting department with all aspects of construction billing and collections, along with other accounting and clerical duties.

Responsibilities

• Set up customers and ensure credit worthiness.
• Take out jobs in the accounting system and ensure all required job information is obtained and input accurately and timely.
• Assist in ensuring sales tax requirements of the project and processing of appropriate sales tax forms when required.
• Timely and accurately input contracts, budgets, and change orders while ensuring appropriate approvals.
• Issue certificates of insurance to customers while maintaining a tracking system for special endorsements and other specific insurance requirements (e.g., OCIP, CCIP).
• Maintain and improve filing and management of documents related to billings and contracts.
• Accurate and timely processing of Lump-Sum (AIA billings), Time & Material, and Cost-Plus projects.
• Accurate and timely processing of waivers, notices, and liens for all projects, including notarization of related documents when required.
• Perform collections on outstanding balances, including review, follow-up, documentation, and communication of status.
• Reconciliation of accounts receivable sub-ledger to general ledger.
• Maintenance of customer accounts.
• Depositing of cash receipts.
• Prepare accounting items and checks to be mailed out.
• Open mail daily and sort statements, checks, and invoices.
• Distribute mail daily according to department.
• Protect organization’s value by keeping information confidential.
• Maintain sensitive files and records.
• Back assist receptionist.
• Provide administrative support for the accounting department including copying, scanning, filing, faxing, word processing, spreadsheets, and handling confidential information.
• Handle special projects as assigned.
• Perform other job duties as assigned.

Requirements

• Associate’s degree in Accounting or related field.
• Minimum of 2 years of construction accounting experience or equivalent combination of education and experience.
• Training or experience in computer applications.

Skills

• Customer and Personal Service – Knowledge of principles and processes for providing customer and personal services, including customer needs assessment and meeting quality standards.
• Business Software – Knowledge of MS Word, Outlook, PowerPoint, Excel, Access, and internet browsing to find information.
• Accounting – Basic knowledge of accounting processes and principles.
• Communication – Strong written and verbal communication skills.
• Time Management – Managing one's own time effectively.
• Problem Solving – Uses critical thinking to find solutions for problems.
• Detail Oriented – Catches mistakes and corrects them before others do.
• Self-Starter – Able to work with little supervision/direction in a demanding environment.
• Organized – Keeps an easy-to-follow filing system (both electronically and hard copy).
• Service Orientation – Actively looking for ways to help people.
• Ethical Conduct – Conducts oneself in an ethical and responsible manner.