AP Specialist

Position SummaryThe Accounts Payable Specialist manages the full cycle of accounts payable for both general & administrative (G&A) and construction projects, ensuring accurate and timely processing of vendor invoices, subcontractor payments, and project-related expenses.This role works closely with Project Managers, Engineers, Superintendents, Operations teams, and G&A department heads to verify project and operational expenditures, maintain compliance with company policies and contracts, and support timely month-end close. The ideal candidate has strong AP experience in both construction and corporate environments, is detail-oriented, and communicates effectively across departments.Key ResponsibilitiesAccounts Payable & Vendor ManagementProcess all vendor invoices, ensuring proper approvals, coding to correct G&A or construction project accounts, and adherence to payment terms.Verify and process subcontractor invoices, including lien releases, insurance certificates, and compliance documentation.Track and reconcile retention, progress billings, and final subcontractor payments in accordance with contracts.Manage vendor relationships, resolving discrepancies, late payments, and billing questions.Ensure accurate setup and maintenance of vendor accounts in Sage Intacct; Procore experience is a plus.Project & Construction SupportCollaborate with Project Managers, Engineers, and Superintendents to confirm project-related charges, change orders, and preliminaries before payment.Track construction project costs and Project Prelims, including mobilization, temporary facilities, permits, insurance, and other overhead.Assist in preparing WIP reports, month-end accruals, and job cost reconciliations.Support project closeouts by ensuring all subcontractor payments, lien releases, and retainage are properly recorded.General Accounting & ComplianceEnsure AP transactions comply with GAAP, internal controls, and company policies.Prepare and maintain accurate records for audits and internal reporting.Reconcile AP sub-ledgers to the general ledger monthly and support month-end close activities.Assist with process improvements to streamline AP workflow and improve efficiency.QualificationsEducation & ExperienceBachelor’s degree in Accounting, Finance, or related field (preferred).5–10+ years of accounts payable experience, including construction and G&A accounting.Knowledge of job cost accounting, Project Prelims, retention, and subcontractor payments.Must have experience with Sage Intacct; Procore experience a plus.Knowledge, Skills & AbilitiesSolid understanding of GAAP and accounts payable processes.Proficient in Excel (pivot tables, VLOOKUP, formulas, data analysis) and ERP reporting.Strong organizational skills, attention to detail, and analytical mindset.Excellent communication and collaboration skills — able to work with Project Managers, Engineers, Superintendents, Operations, and G&A leadership.Ability to manage multiple priorities and deadlines in a fast-paced environment.Performance MetricsAccuracy and timeliness of AP processing for both G&A and construction projects.Reduction in late payments, billing errors, and duplicate payments.Compliance with subcontractor contracts, retention schedules, and lien release requirements.Month-end close completed on time with accurate AP reconciliations.Cross-department satisfaction from Projects, Operations, and G&A teams.