Position Summary

Responsible for the full accounts payable cycle for a concrete subcontractor, from receiving and reviewing invoices through payment processing, vendor reconciliation, and month-end reporting. This position ensures expenses are accurate, properly approved, assigned to the correct company and job, and paid according to established terms and company procedures.

Works closely with project managers, field personnel, purchasing, vendors, and the accounting team to resolve discrepancies and maintain accurate job costs.

Essential Responsibilities:

Invoice Review and Processing:

Receive and organize invoices, credit memos, statements, and supporting documents from email, vendor portals, and company personnel.
Review invoices before entry for accuracy, duplicate billing, correct company name, pricing, quantities, taxes, payment terms, and supporting documentation.
Match invoices to purchase orders, delivery tickets, rental agreements, and other records, as applicable.
Obtain required approvals for materials or services invoiced.
Assign the correct general ledger account, job number, cost code, department, and equipment number.
Enter invoices and credits into ComputerEase accurately and within established deadlines.
Track missing approvals, disputed charges, and incomplete documentation through resolution.

Construction and Job Cost Accounting:

Process invoices for concrete, reinforcing steel, forming materials, equipment rentals, fuel, trucking, pumping, tools, supplies, and subcontracted services.
Work with project managers to resolve job coding, purchase order, pricing, and scope discrepancies.
Identify costs charged to the wrong company, project, department, or equipment unit and coordinate corrections.
Support PM with tracking subcontractor progress billings, retainage, approved changes, and required payment documentation, as applicable.

Vendor Account Management and Reconciliation:

Obtain required vendor information, including W-9 forms and insurance documentation, as applicable to ensure timely entry of invoices.
Reconcile vendor statements to accounting records and investigate missing invoices, unapplied payments, credits, and past-due balances.
Complete weekly and monthly vendor reconciliations by established deadlines.
Respond promptly to vendor inquiries with accurate payment status and expected follow-up dates.
When records show an invoice has been paid, promptly provide the vendor with the payment date and check or payment reference number.
Maintain notes on outstanding issues and escalate unresolved items to the Controller.

Payment Processing and Controls:

Review accounts payable aging and prepare proposed payment runs based on due dates, approved terms, available discounts, and Controller direction.
Verify approvals, credits, payment holds, and required lien waivers before scheduling payments.
Prepare checks, ACH batches, and other authorized payment files for review and release.
Maintain separation between payment preparation, approval, and release.
Follow established verification procedures for new vendors and changes to banking or payment instructions.
Distribute remittance information and maintain complete payment records.
Research outstanding checks, returned payments, and payment discrepancies; coordinate corrective action with the Controller.

Construction Compliance and Documentation:

Obtain and track supplier and subcontractor lien waivers in coordination with project accounting requirements.
Coordinate with Project Accountant to address joint checks, supplier notices, and project-specific payment requirements.
Monitor required subcontractor documentation and report missing or expired items.
Assist with applicable sales and use tax review, exemption documentation, and year-end 1099 preparation.
Maintain organized records that support audits, insurance reviews, and project closeout.

Month-End and Reporting:

Review open invoices, vendor credits, outstanding checks, and aged balances.
Identify received materials or services that have not been invoiced and provide supporting information for accruals.
Complete assigned reconciliations and reports within the accounting close schedule.
Support project closeout by confirming final invoices, credits, retainage, and vendor balances.
Recommend practical improvements to AP procedures and documentation.

Qualifications:

Experience managing full-cycle accounts payable; construction accounting experience preferred.
Understanding of job costing, cost codes, purchase orders, equipment rentals, retainage, and lien waivers.
ComputerEase experience preferred.
Proficiency in Microsoft Excel, Outlook, and electronic document management.
Strong attention to detail, organization, follow-through, and professional communication.
Ability to manage high invoice volume, competing deadlines, and multiple projects.
Ability to maintain confidentiality and follow company approval controls.

Performance Expectations:

Accurate, timely invoice entry and job coding.
Current vendor reconciliations and documented resolution of discrepancies.
Prompt responses to vendor and internal inquiries.
Complete approval and payment documentation.
Timely escalation of issues affecting payments, vendor relationships, or project operations.
Consistent compliance with accounting procedures and month-end deadlines.

Accountant - Accounts Payable

About the Job

B&B Concrete

Accountant - Accounts Payable

About the Job