Accounts Payables Specialist (Construction Industry)

Position Title: Accounts Payable Specialist
Department: Administration
Reports To: Accounting Manager
Location: Northern New Jersey (Denville, NJ)

Position Summary

We are seeking an experienced Accounts Payable Specialist to join our growing specialty contractor organization. The ideal candidate demonstrates strong attention to detail, excellent organizational skills, and proficiency in a variety of accounting systems.  Experience with the Foundation® Accounting Software (Foundation General Ledger System) or similar systems (i.e., QuickBooks) is highly preferred.

The AP Specialist will play a key role in supporting the Company’s vendor payment processes, authorizing and initiating payments electronically and through the issuance of checks while maintaining accurate financial records, supporting project operations, and ensuring compliance with accounting standards and company policies.

Key Responsibilities

General Accounting

·        Invoice Processing: Receive, review, and verify vendor invoices and payment requests; code and enter invoices into the accounting system.

·        Payment Execution: Prepare and process payments via checks, ACH, wire transfers, or other authorized methods according to vendor terms.

·        Vendor Relations: Communicate with vendors regarding payment status, discrepancies, and account inquiries.

·        Reconciliation & Reporting: Reconcile vendor statements, resolve discrepancies, and support month-end and year-end closing activities.

·        Data Maintenance: Maintain accurate vendor records, including contact details, tax documentation (e.g., W-9/W-8 and Form 1099), and master file information.

·        Compliance & Audit Support: Ensure adherence to company policies, internal controls, and regulatory requirements; support internal and external audits with documentation and reports.

·        Process Improvement: Identify opportunities to streamline AP processes, automate repetitive tasks, and enhance overall efficiency.

·        Cross-Functional Collaboration: Work closely with procurement, finance, operations, and project management teams to resolve discrepancies and ensure accurate recording of expenses.

Foundation Software Administration

·        Utilize the Foundation General Ledger System for daily accounting operations.

·        Generate and distribute financial and operational reports from Foundation.

·        Collaborate with operational teams / project managers to ensure accurate project and cost reporting.

·        Participate in system enhancements, upgrades, testing, and process improvements.

Compliance & Audit Support

·        Assist with annual financial audits and tax preparation.

·        Support the issuance of Form 1099 on an annual basis.

·        Ensure compliance with GAAP and company accounting policies.

·        Support document retention for insurance audits, certified payroll reporting, and other construction-related compliance requirements.

·        Maintain internal controls and documentation supporting financial transactions.

Qualifications

Experience

·        3+ years of accounts payable experience required.

·        2+ years of construction vendor payment experience would be preferred.

·        Hands-on experience with Foundation Accounting Software, or similar systems in the construction industry  (e.g., Sage, Timberline, QuickBooks for Contractors).