Accounts Payable Specialist

Overview

This full-time Accounts Payable Specialist role supports accurate, timely, and organized financial operations within a project-focused environment. The position involves managing invoices and expenses, maintaining vendor and subcontractor records, and ensuring proper coding and documentation in accounts payable and project management systems. The role collaborates closely with vendors, subcontractors, project managers, Billing, and Accounts Receivable to resolve inquiries, support payment processing, and maintain smooth financial workflows.

The position may be offered as in-office, remote, or hybrid depending on the candidate's location and organizational needs.

Responsibilities

• Manage the accounts payable mailbox, respond to vendor and internal inquiries, and review incoming invoices and expense reports.
• Enter invoices into the accounts payable approval system with accurate project coding.
• Coordinate with approvers to ensure timely invoice review and posting.
• Set up new vendors in the accounting system, including collecting and validating W-9 forms, ACH details, and banking information.
• Maintain and update vendor W-9 data to support accurate 1099 reporting.
• Identify and coordinate urgent payments with vendors and project managers for scheduled payment runs.
• Organize and maintain digital filing systems within accounting and document management platforms.
• Communicate effectively with subcontractors, vendors, project teams, Billing, and Accounts Receivable.
• Support payment processing activities, including ACH research, wire transfers, and resolving vendor payment questions.

Requirements

• Associate's degree in accounting, finance, or a related field.
• Minimum of 1 year experience in a similar accounts payable or financial operations role.
• Strong computer skills, including advanced proficiency with Microsoft Office (Word, Excel, PowerPoint).
• Experience with Deltek® VantagePoint accounting software preferred.
• Excellent written and oral communication skills.
• Strong organizational abilities and attention to detail.
• Ability to work independently and collaboratively within a multidisciplinary team.
• Motivated to grow intellectually and professionally.

Compensation & Benefits

• Salary range: $50,000 - $55,000, commensurate with experience and internal equity.
• Company-subsidized medical, dental, and vision insurance for employees and their families.
• 401(k) plan with company match ranging from 1% to 4% of annual compensation.
• Company-paid life insurance and short- and long-term disability coverage.
• Paid sick leave (10 days), paid vacation (10 days), and paid holidays (9 days) annually.
• Potential for an annual discretionary bonus based on company performance.
• Paid time off prorated for part-time schedules if applicable.

Location

Opportunities for in-office, remote, or hybrid work arrangements based on candidate location and organizational needs.

Additional Information

Employment offers are contingent upon successful completion of employment history verification, degree verification, and federal, state, and county criminal background and Watch List screenings in compliance with applicable laws.

The employer is an equal opportunity organization committed to diversity and inclusion, providing equal employment opportunities without regard to race, color, religion, creed, gender, pregnancy, national origin, age, sexual orientation, disability, marital status, military or veteran status, gender identity or expression, genetic information, or any other protected category under federal, state, or local laws.

Reasonable accommodations are available upon request during the application and interview process.

Candidates are encouraged to apply even if they do not meet every qualification listed, as diverse perspectives and skills are valued.