Senior Accounts Payable Specialist

Vanguard is a growing electrical contracting firm specializing in low-voltage temperature controls and Building Management Systems (BMS). Founded in New York City in 2007, we operate across the New York metro area and Texas — including Dallas–Fort Worth, Austin, and San Antonio — and deliver large-scale data center projects. We run on Sage Intacct (ERP), Sage Construction Management, and Miter (payroll and expense management). As we scale, we are building a best-in-class, fully in-house finance team, and this is a ground-floor seat to help shape how it runs.

About the role

We are seeking an experienced Senior Accounts Payable Specialist to own full-cycle, job-cost accounts payable end-to-end in a high-volume construction environment. Working primarily in Sage Intacct and Sage Construction Management, you will ensure vendor and subcontractor invoices are accurately coded, properly approved, compliant, and paid on time — and you will help build the controls and processes that let our AP function scale as the company grows.

Responsibilities

• Own full-cycle accounts payable end-to-end for a high-volume, multi-branch construction operation.
• Perform three-way matching of invoices to purchase orders, subcontract commitments, and receipts within Sage Intacct and Sage Construction Management.
• Accurately code invoices to jobs, phases, and cost codes; partner with project managers to resolve discrepancies and keep job costs clean.
• Own subcontractor compliance before releasing payment — lien waivers, retainage, certificates of insurance (COIs), and W-9s.
• Manage weekly check runs, ACH, and credit card payments; own vendor relationships and resolve inquiries promptly.
• Maintain the vendor master file and prepare/file annual 1099s.
• Own the AP side of month-end close — accruals, open-payables reconciliation, and account analysis.
• Apply the correct project-specific sales-tax exemption and resale certificates to vendor purchases; flag taxable vs. exempt spend and support use-tax accrual.
• Serve as the AP subject-matter expert: document, standardize, and improve AP processes so they scale without adding headcount, and mentor junior AP staff as the team grows.
• Support company credit card and expense coding and reconciliation in partnership with the Staff Accountant.

Requirements

• 5+ years of accounts payable experience, including construction, engineering, or another project-based, job-cost environment.
• Sage Intacct experience required; experience with Sage Construction Management a plus. Candidates with deep experience on a comparable construction ERP (Sage 300 CRE, Viewpoint/Vista, Foundation, Procore) who can ramp quickly on Intacct will be considered.
• Strong command of job-cost accounting, POs/commitments, retainage, and lien-waiver and COI compliance.
• Proven ability to own a high-volume AP function autonomously with a high degree of accuracy.
• Advanced Excel skills and clear communication across field and office teams.
• Associate's or Bachelor's degree in Accounting or Finance a plus; equivalent hands-on experience considered.
• Exposure to union fringes and certified/prevailing-wage work a plus.

Benefits

• Competitive base pay, a discretionary performance bonus tied to clear goals, and a full benefits package.

Why Vanguard

• Join a well-run, growing specialty contractor at an exciting inflection point for the business.
• Direct mentorship from an experienced Senior Accounting Manager, with real room to grow as the team and company expand.