Accounts Payable Specialist

Description

The Accounts Payable Specialist manages the full AP cycle for materials, subcontractors, and overhead, processing vendor invoices and subcontractor pay applications, performing three-way matching, collecting lien waivers, tracking retainage, and executing disbursements. The role protects the Company against duplicate, unauthorized, and unsupported payments.

Requirements

ESSENTIAL DUTIES & RESPONSIBILITIES

• Invoice processing. Enter vendor invoices in Sage 300 CRE Accounts Payable, coding to the correct job, cost code, and GL account.

• Three-way match. Match invoices to purchase orders, subcontracts, and receiving/field confirmation before payment; resolve discrepancies.

• Approval routing. Route invoices for approval through the Company's workflow (eCapture) within established authority limits.

• Subcontractors pay apps. Process subcontractors pay applications with correct retainage withholding and verify required documentation.

• Lien waivers. Collect and track conditional and unconditional lien waivers tied to payments; withhold payment where documentation is incomplete.

• Vendor management. Set up and maintain vendor records, collect W-9s, and support annual 1099 reporting.

• Credit cards. Reconcile Coast Visa activity, obtain receipts and coding, and post the monthly credit-card entries.

• Disbursements. Prepare check and ACH runs for review and reconcile vendor statements to identify missing or duplicate items.

EDUCATION & EXPERIENCE

• High-school diploma or equivalent required; accounting coursework preferred.

• Two (2) or more years of accounts-payable experience; construction AP (subcontracts, retainage, lien waivers) strongly preferred.

KNOWLEDGE, SKILLS & ABILITIES

• Knowledge of construction AP, including retainage, lien waivers, and subcontract pay applications.

• Proficiency in Sage 300 CRE AP and invoice-workflow tools (eCapture).

• Accuracy, organization, and professional vendor communication.

• Understanding of three-way matching and disbursement controls.

PHYSICAL DEMANDS & WORK ENVIRONMENT

 General office environment. Prolonged periods of sitting and working at a computer. Occasional lifting of up to 15 pounds (records/supplies). Occasional travel among the Houston, Dallas, and San Antonio offices may be required. 

Location: Houston, TX 77075