Accounts Payable Specialist

Position Summary
The Accounts Payable Specialist is responsible for processing high-volume accounts payable transactions while ensuring accuracy, compliance, and timely vendor payment across a multi-entity environment. This role requires strong attention to detail, the ability to manage multiple workflows, and effective communication with vendors, subcontractors, and internal teams.

The AP Specialist will work closely with project managers, accounting leadership, and external partners to support smooth operations, maintain compliance, and uphold internal controls.

Key responsibilities

Accounts Payable Processing

• Process high-volume vendor invoices, including matching invoices to purchase orders and routing through approval workflows
• Manage weekly check runs and ensure timely and accurate distribution of payments
• Monitor and manage the AP mailbox and subcontractor inbox (AP mailbox and Pycsubs)
• Coordinate with vendors and internal stakeholders to resolve invoice discrepancies efficiently

Subcontractor & Vendor Compliance

• Maintain subcontractor compliance documentation, including Certificates of Insurance (COIs), W-9s, and contract documentation
• Serve as liaison between subcontractors and project managers regarding payment status and compliance requirements
• Ensure subcontractors meet all documentation requirements prior to payment

Operational & Administrative Support

• Process temporary labor invoices (including Norsa and Pinnacle)
• Process employee reimbursements and EPD requests in accordance with company policy
• Ensure timely renewal of vehicle tags and emissions for company fleet; assist with bills of sale when needed
• Serve as third backup for bank deposits and scanner processes

Cross-Functional & Team Support

• Train new hires on accounting policies and procedures as needed
• Serve as backup to the Accounting Manager to ensure continuity of AP and accounting operations
• Support process improvements and documentation to enhance efficiency and control

Qualifications & Experience

• 2–5 years of accounts payable experience, preferably in a high-volume or multi-entity environment
• Experience working with subcontractors, vendors, or project-based billing preferred
• Strong understanding of invoice processing, approvals, and payment workflows
• High attention to detail with strong organizational and time management skills
• Comfortable communicating with vendors, subcontractors, and internal teams
• Proficiency in Microsoft Excel and accounting systems; experience with AP inbox management preferred
• Ability to work independently while supporting team priorities
• Experience in construction, restoration, or service-based industries a plus
• Bilingual (Spanish) a plus