Construction Accounting Specialist

About the Role

The AP & AR Specialist ensures the accounting system accurately reflects the company's financial obligations and earnings. This role is critical for cash flow management, job-cost accuracy, and project profitability. The position involves processing accounts payable and assigned accounts receivable functions, with a focus on accuracy, efficiency, and timely processing.

Responsibilities

• Accounts Payable Processing:
  • Process vendor invoices with correct details (vendor, amount, GL account, job, cost class, phase, task, tax coding).
  • Maintain a steady daily processing pace to avoid backlogs.
  • Obtain missing information from Project Managers and Foremen.
  • Scan and match invoices, packing slips, and POs; enter approved invoices into the system with attached support.
  • Ensure transactions have proper support, approvals, and coding for review and reconciliation.
  • Prevent duplicate entries and resolve posting errors promptly.
  • Communicate delays due to volume, approvals, or missing information.
• Vendor Management & Payments:
  • Review vendor statements for discrepancies or missing items.
  • Maintain vendor records, payment information, and required documentation (W-9s, insurance certificates, etc.).
  • Verify new or changed vendor bank information by phone.
  • Ensure subcontractor insurance certificates are current before payments.
  • Review AP aging and prepare payments according to vendor terms and cash-management priorities.
  • Resolve vendor inquiries on unpaid invoices or discrepancies.
• Credit Cards & Reconciliations:
  • Complete Finvari imports and posting activity on schedule.
  • Reconcile company credit card accounts and statements.
  • Review credit card activity for errors or unusual transactions.
• Purchase Orders, Job Cost & Budget Reporting:
  • Match invoices to purchase orders and job documentation.
  • Review open purchase orders and identify items for closure or correction.
  • Ensure expenses are assigned to the correct accounting period and job.
  • Identify AP issues that could distort job profitability or financial reporting.
• Accounts Receivable Billing:
  • Prepare and email “Pencil” billings to Project Managers by the 15th of each month.
  • Enter AIA billing information and gather supporting documentation.
  • Complete lien waivers and submit them with billings as required.
  • Track billings through submission and approval, escalating issues as needed.
• Cash Receipts:
  • Record cash receipts the same day deposit details are received.
  • Identify and resolve short, unapplied, or unidentified payments.
• Change Orders:
  • Process approved change orders into accounting and billing systems.
  • Verify change-order documentation, pricing, and approvals.
  • Maintain a change order log and clear documentation.
• Monthly Close Support:
  • Enter all invoices by the monthly cutoff.
  • Review recurring expenses for correct period recording.
  • Complete credit card reconciliations, vendor statement reviews, and PO reviews before close.
• Tax & Year-End Compliance:
  • Review invoices for sales and use tax treatment.
  • Maintain documentation for tax-exempt jobs and 1099 reporting.
  • Support preparation of 1099 forms and year-end adjustments.
• Time Management & Process Discipline:
  • Maintain an organized workflow balancing AP, AR, and monthly deadlines.
  • Prioritize work based on financial impact and due dates.
  • Communicate early about potential deadline issues.
  • Use automation to reduce duplicate entry and simplify processes.

Qualifications

The first six months are a training period, after which the employee is expected to perform AP and AR functions with minimal oversight.

We may use AI tools to support parts of the hiring process, but final decisions are made by humans. For more information on data processing, please contact us.