Accounting Specialist

Responsibilities:

Accounts Payable Processing 

• Process vendor invoices promptly and accurately, entering the correct vendor, amount, invoice date, GL account, job, cost class, phase, task, and tax coding. 
• Maintain a steady daily processing pace throughout the week so invoices do not build into week-end or month-end backlogs. 
• Work with Project Managers and Foremen to obtain missing job, phase, task, PO, approval, or supporting information. 
• Scan and match invoices, packing slips, and POs; enter approved invoices into Foundation with support attached and maintain organized electronic records. 
• Ensure every transaction has the support, approvals, and coding needed to be reviewed, reconciled, and defended at month-end close, audit, or management review. 
• Prevent duplicate entries and resolve posting errors or discrepancies promptly. 
• Communicate promptly when volume, approvals, missing information, or other issues prevent normal processing. 

Vendor Management & Payments 

• Review vendor statements for missing invoices, credits, discrepancies, or duplicate activity. 
• Maintain vendor records, payment information, remittance addresses, W-9s, insurance certificates, WBE documentation, EINs, and other required information. 
• Verify all new or changed vendor bank information by phone call to the contact information already on file before any change is made. 
• Verify subcontractor insurance certificates are current at the time the contract is signed and again before each payment to the subcontractor. 
• Review AP aging and upcoming obligations so management has a complete view of upcoming cash requirements and payments are prepared according to vendor terms and cash-management priorities. 
• Prepare checks, ACH/EFTs, credit card payments, and other vendor payments. The Accounting Manager approves all payments and schedules ACH/EFTs; the Owner signs all checks. 
• Resolve vendor questions on unpaid invoices or account discrepancies to avoid late fees, missed discounts, account holds, or supply disruptions. 

Credit Cards & Reconciliations 

• Complete Finvari imports and required posting activity on the established weekly schedule. 
• Reconcile company credit card accounts and statements, and support reconciliation of other assigned accounts. 
• Review credit card activity for missing receipts, coding errors, duplicate charges, or unusual transactions. 

Purchase Orders, Job Cost & Budget Reporting 

• Match incoming invoices to applicable purchase orders and job documentation. 
• Review open purchase orders on active and inactive jobs and identify items that should be closed or corrected. 
• Coordinate with Project Managers when PO status or job coding is unclear. 
• Help ensure expenses are assigned to the proper accounting period and job so project costs and margins are accurately reported. 
• Identify missing invoices, unrecorded costs, or other AP issues that could distort job profitability or monthly financial reporting. 

Accounts Receivable Billing 

• Prepare and email “Pencil” billings to Project Managers by the 15th of every month, or as needed for special contracts. 
• Enter all AIA billing information and have it reviewed by the Project Manager before uploading into the online platform dictated by the GC. 
• Gather supporting documentation and verify billing amounts against contracts, schedules of values, approved pricing, and approved change orders. 
• Complete lien waivers with each billing cycle and submit them with the billing as required by the GC. 
• Coordinate with Project Managers and the Payroll Specialist so certified payroll, compliance, and other required documents accompany each billing. 
• Track each billing through submission and approval by the GC’s due date, and escalate items that cannot be billed because required information is missing. 

Cash Receipts 

• Record cash receipts in Foundation the same day deposit details are received from the Accounting Manager, applying each payment to the correct customer, job, and invoice. 
• Identify short, unapplied, or unidentified payments and resolve them with the Accounting Manager and Project Managers. 

Change Orders 

• Process all change orders from GCs into the appropriate accounting and billing systems once approved by the Project Manager. 
• Verify change-order documentation, pricing, approvals, job coding, and customer information before processing, and follow up with Project Managers when information is incomplete. 
• Maintain the change order log and clear documentation connecting approved changes to the applicable project and customer billing. 
• Help ensure approved changes are captured, billed, and reflected in project financial reporting rather than being lost or delayed. 

Monthly Close Support 

• Enter all invoices for the current accounting month by the established monthly cutoff so expenses and liabilities are recorded in the proper period. 
• Review recurring monthly expenses (rent, utilities, cleaning, vehicle payments, and similar) to ensure they are recorded in the correct period. 
• Review GL activity for potential posting or period errors. 
• Complete credit card reconciliations, vendor statement reviews, and the monthly PO review before close, resolving or escalating outstanding items. 
• Support the Accounting Manager with additional close-related information as required. 

Tax & Year-End Compliance 

• Review invoices for appropriate sales and use tax treatment. 
• Maintain documentation for tax-exempt jobs and provide applicable exemption information to vendors. 
• Maintain vendor information required for 1099 reporting, ensuring W-9s and vendor tax records remain current in Foundation. 
• Review annual invoice history and 1099 vendor classifications for accuracy. 
• Support preparation and ordering of required 1099 forms and ensure year-end adjustments are completed before established deadlines. 
• Assist with accounting, sales tax, and related continuing education as needed. 

Time Management & Process Discipline 

• Maintain an organized workflow that balances AP processing, reconciliations, vendor follow-up, AR billing, change orders, and monthly deadlines. 
• Prioritize work based on financial impact, due dates, month-end requirements, and job needs rather than allowing work to accumulate. 
• Communicate early when workload, missing information, or competing priorities may prevent a deadline from being met. 
• Use company systems and automation to reduce duplicate entry and simplify assigned processes. 
• Complete the six-month training period, after which AP and AR functions are expected to be performed with minimal oversight