Accounts Payable Specialist

Overview

This role is for an Accounts Payable Specialist responsible for accurate and timely processing of vendor invoices, employee expense reports, and payments. The position supports project accounting and helps maintain strong financial controls while building positive relationships with vendors and internal teams.

Responsibilities

• Review, code, and process vendor and subcontractor invoices in Deltek.
• Match invoices to purchase orders, contracts, receiving documentation, and other supporting records.
• Verify the accuracy of general ledger accounts, project numbers, phases, tasks, cost codes, and departments.
• Route invoices through approval workflows and follow up on outstanding approvals.
• Process employee expense reports and verify compliance with company policies and required documentation.
• Prepare weekly payment runs, including ACH, check, wire, and other electronic payments.
• Review vendor statements, respond to inquiries, and resolve invoice and payment discrepancies promptly.
• Maintain accurate vendor records, including W-9 forms, payment information, insurance documentation, and other required records in accordance with company policies and record-retention standards.
• Support new-vendor setup and independently verify requests to change vendor banking information.
• Monitor accounts payable aging and identify past-due invoices, credits, duplicate payments, or unusual items.
• Support cash-flow planning by providing accurate information about upcoming payment obligations.
• Prepare accounts payable accruals and support the monthly accounting close.
• Reconcile accounts payable subledger activity to the general ledger.
• Support year-end Form 1099 preparation and reporting.
• Provide documentation and support for financial audits, project audits, and compliance reviews.
• Collaborate with project managers, accounting personnel, procurement, and operations to ensure costs are recorded accurately and promptly.
• Identify and help implement improvements to accounts payable procedures, workflows, and internal controls.
• Perform other accounting and administrative responsibilities as assigned by the Controller.

Requirements

• Hands-on experience with Deltek Vantagepoint or Deltek Vision accounting software is required.
• At least three years of accounts payable or related accounting experience.
• Working knowledge of general ledger coding, project accounting, and month-end close procedures.
• Experience processing a high volume of invoices while maintaining accuracy and meeting deadlines.
• Proficiency with Microsoft Excel, Outlook, and other Microsoft 365 applications.
• Strong attention to detail, organization, problem-solving, and follow-through.
• Strong written and verbal communication skills.
• Ability to handle confidential financial and vendor information professionally.
• Ability to work independently while collaborating effectively with employees, project managers, and vendors.

Preferred Qualifications

• Associate or bachelor's degree in accounting, finance, business administration, or a related field.
• Accounts payable experience in engineering, construction, data centers, systems integration, government contracting, or another project-based organization.
• Experience with purchase orders, subcontractor invoices, project cost coding, reimbursable expenses, and approval workflows.
• Familiarity with Form 1099 reporting and vendor compliance requirements.
• Experience supporting multiple projects, departments, or legal entities.

Compensation & Benefits

The employer offers a very competitive benefits package, including:

• Choice of comprehensive medical plans (two PPO-style plans and a HDHP w/ HSA option)
• Dental and vision plans
• Comprehensive medical, dental, and vision benefits extended to spouse/domestic partner and dependent children up to age 26
• 401(k) with company match and self-directed brokerage account option
• PTO including additional paid time off during the last week of the year
• Company paid life insurance coverage for employees and eligible dependents
• Short and long-term disability and AD&D coverage
• Professional development opportunities, tuition reimbursement, and professional licensing assistance
• Paid parental leave after one year of employment

CO, CA, IL, NY, WA, and Washington DC residents only: In accordance with CO, CA, IL, NY, WA, and Washington DC law, the range provided is the employer’s reasonable estimate of the base compensation for this role. The actual amount may differ based on non-discriminatory factors such as experience, knowledge, skills, abilities, and location.

Location

• Remote — work virtually from anywhere in the United States.

Additional Information

• Up to 5% travel may be required, including travel to any or all 50 US states.
• Must be located near a major US airport.
• Effective May 7, 2025, and in accordance with U.S. federal regulations for domestic air travel, a valid REAL ID (or an acceptable alternative, such as a passport) is required for travel associated with this position.
• Travel includes physically leaving home on behalf of business activities, including but not limited to client sites, meetings with other employees, meetings for business development purposes, running errands on behalf of the business, and attending industry conferences.

Physical Demands

• Ability to remain in a stationary position for extended periods while working on a computer.
• Ability to move through offices, project sites, and facility environments as needed.
• Ability to occasionally lift or move items up to 25 pounds.

Notice to Third Party Agencies

The employer does not accept unsolicited resumes from recruiters, employment agencies, or other staffing services. Unsolicited resumes submitted without a signed Service Agreement become the property of the employer, which has the right to hire the candidate without reservation; no fee or other compensation will be owed to the recruiter or staffing service.