Senior Accounts Payable Specialist

Description

• Process a high volume of P-Card transactions, ensuring accurate job, project, and general expense coding.
• Manage vendor requests for sales tax exemption documentation.
• Lead and coordinate weekly check runs for vendors, subcontractors, and routine business expenses.
• Accurately enter vendor and subcontractor invoices for payment, ensuring compliance with company policies and procedures while maximizing available discounts.
• Respond to vendor inquiries promptly to ensure timely issue resolution.
• Coordinate with P-Card holders (technicians, managers, etc.) to collect and verify receipts.
• Assist with preparation and filing of annual 1099 tax forms.
• Support the Quarterly National Purchasing Rebate program by collecting and reporting accurate data.
• Reconcile vendor statements monthly to maintain accurate accounts.
• Provide invoice and vendor-level data support to Finance and Operations teams using COINS.
• Occasional travel may be required.
• Assist in preparing periodic activity and exception reports.
• Process and pay employee expense reports weekly; resolve discrepancies in collaboration with employees.
• File, upload, and index all accounts payable-related documentation in accordance with company standards.
• Research and reconcile vendor and subcontractor account statements to ensure accurate job/project cost recognition.
• Enter and process routine General & Administrative (G&A) invoices and check requests.
• Lead and coordinate new vendor setup, ensuring all required documentation (e.g., W-9s) is collected and filed.
• Support end-of-month reconciliation of the AP Aged Trial Balance to the General Ledger.

Requirements

• Strong working knowledge of Microsoft Excel (e.g., pivot tables, VLOOKUPs) and other Microsoft Office applications.
• Strong attention to detail and accuracy in data entry and reconciliation.
• Strong written and verbal communication skills.
• High school diploma or equivalent required; Associate’s or Bachelor’s degree in Accounting, Finance, or related field preferred.
• Ability to work collaboratively with internal teams (Finance, Operations, Procurement) and external vendors.
• Excellent organizational and time management skills; able to manage multiple priorities and meet deadlines.
• Customer service mindset with a proactive approach to problem-solving.
• Demonstrate flexibility to work outside normal business hours or on weekends as needed.
• Proficiency in accounting software (e.g., COINS or similar ERP system).
• A minimum of 10 years of progressive accounts payable experience, including experience with high-volume invoice processing and vendor management. Prior experience in a senior or lead AP role, or a similar role, is strongly preferred.
• Ability to analyze and resolve discrepancies independently.
• Ability to maintain confidentiality and handle sensitive financial information.
• Familiarity with electronic payment systems, P-Card programs, and 1099 reporting requirements.

Benefits

Training + Development

Interview process

Visa Sponsorship

Security clearance