Accounts Payable

About This Role

This role is for a detail-oriented and reliable Accounts Payable Specialist to manage daily financial transactions, vendor and subcontractor payments, expense allocations, and routine payroll processing. The specialist will ensure all operational expenses, fixed overhead, material costs, subcontractor invoices, and statutory tax or payroll obligations are properly documented, accurately job-costed, and paid on time. They will work closely with internal managers and production teams using QuickBooks and the company's project management CRM program.

Responsibilities

• Review bank and credit card statement activity daily to maintain real-time cash flow visibility in QuickBooks
• Assist with phone purchasing, logging order details, executing immediate card payments, and syncing records into QuickBooks and the CRM program
• Record recurring operational and overhead bills upon receipt, keeping organized records attached to each entry
• Assign material, equipment, and subcontractor costs to specific customer jobs to ensure accurate project reporting
• Review subcontractor invoices against purchase orders
• Coordinate internal supervisory approvals
• Collect completed lien waivers
• Ensure vendor active status before releasing disbursements
• Upload and route invoice documents into designated document folders within the CRM program
• Perform regular reconciliations of business bank accounts and credit card statements in QuickBooks
• Audit staff expense reports against card usage and report compliance issues to management
• Prepare and execute full-cycle employee payroll
• Print checks for signature
• Handle commission distribution schedules
• Process and record quarterly regulatory payroll taxes, Workers' Comp fees, and state/federal withholdings

Requirements

• 2+ years of experience in Accounts Payable, bookkeeping, or job-cost accounting
• Strong working knowledge of QuickBooks (Required)
• Proficiency in spreadsheets (Excel or Google Sheets)
• Comfortable in a growing company where processes are being developed
• Proactive, willing to offer ideas for process improvement, and eager to step up where needed
• Strong organizational abilities
• Attention to accuracy
• Effective communication skills for working with team members, vendors, and subcontractors

Nice to have:

• Experience with CRM programs or job management software

Benefits

• Supportive, family-like culture where contributions are recognized
• Opportunities to help shape and improve administrative processes as the company grows