AR / AP Specialist

Accounts Payable / Accounts Receivable Specialist – Construction Accounting

Position Summary

The Accounts Receivable / Accounts Payable Specialist is responsible for managing the day-to-day accounting functions related to construction projects. This position ensures accurate processing of vendor invoices, customer billings, collections, job cost tracking, and account reconciliations while supporting project managers and maintaining the financial integrity of each construction project. The ideal candidate is organized, detail-oriented, and experienced with construction accounting practices, including progress billing, retainage, and job costing.

Essential Duties and Responsibilities

Accounts Payable

· Process vendor and subcontractor invoices accurately and timely.

· Match invoices to purchase orders, work orders, and receiving documentation.

· Obtain approvals from Project Managers before payment.

· Prepare weekly check runs, ACH payments, and vendor remittances.

· Maintain vendor files, W-9s, certificates of insurance, and lien waivers.

· Reconcile vendor statements and resolve invoice discrepancies.

· Monitor payment terms to maximize discounts and avoid late fees.

Accounts Receivable

· Generate customer invoices, progress billings, and final invoices.

· Prepare AIA billing packages when applicable.

· Track change orders, retainage, and contract balances.

· Apply customer payments and maintain accurate customer accounts.

· Monitor aging reports and follow up on past-due accounts.

· Coordinate collections while maintaining positive customer relationships.

· Assist with monthly revenue reporting and billing schedules.

Construction Accounting

· Create and maintain job files for new projects.

· Monitor project budgets and job costs.

· Track committed costs, purchase orders, and subcontract agreements.

· Verify proper job coding for labor, materials, equipment, and subcontractors.

· Support project managers with financial information and job cost reports.

· Maintain organized documentation for audits and project closeouts.

General Accounting & Administrative Support

· Reconcile credit card statements and employee expense reports.

· Assist with bank reconciliations as assigned.

· Maintain electronic accounting files.

· Answer incoming phone calls and provide administrative support as needed.

· Assist with payroll documentation when requested.

· Prepare reports for management.

· Maintain confidentiality of financial and employee information.

· Recommend process improvements to increase efficiency and accuracy.

Qualifications.

· 2–5 years of Accounts Payable/Accounts Receivable experience.

· Construction accounting experience strongly preferred.

· Knowledge of job costing, retainage, progress billing, and construction contracts preferred.

· Experience with accounting software (ServiceTitan, QuickBooks, Sage 100, Sage Intacct, or similar).

· Proficient in Microsoft Excel, Outlook, and Microsoft Office.

· Strong mathematical and analytical skills.

· Excellent organizational and time-management abilities.

· Ability to manage multiple projects and deadlines.

· Excellent verbal and written communication skills.

Key Skills

· Accounts Payable

· Accounts Receivable

· AIA Billing

· Retainage Management

· Purchase Orders

· Vendor Relations

· Account Reconciliation

· Microsoft Excel

· Attention to Detail

· Problem Solving

· Team Collaboration.

Reports To – Controller

Work Schedule – Monday–Friday 8am-5pm