Key Responsibilities

• Process high-volume vendor and subcontractor invoices, ensuring accurate coding to jobs, cost codes, and GL accounts.
• Review and match purchase orders, contracts, work orders, packing slips, and receipts before processing for payment.
• Manage AIA billing documentation, including reviewing pay applications, verifying continuation sheets, tracking retainage, and coordinating with project managers for approvals.
• Verify subcontractor compliance: W-9s, COIs, lien waivers, contracts, and vendor onboarding documentation.
• Track and process progress payments, retainage, and pay-when-paid requirements, ensuring adherence to project timelines and contract terms.
• Maintain AP aging, reconcile vendor statements, and resolve discrepancies or missing documentation.
• Prepare weekly check runs, ACH payments, and credit card reconciliations.
• Communicate with project managers and field teams to verify costs, resolve invoice issues, and ensure accurate job-level reporting.
• Assist with month-end close, including AP accruals, job cost reports, and supporting schedules.
• Maintain organized digital and physical AP records to support audits, draws, and compliance reviews.
• Support continuous improvements in AP workflows and internal controls.

Qualifications

Required:

• 2-4 years of Accounts Payable experience, preferably in construction, trades, or project-based industries.
• Experience processing AIA documentation, pay applications, continuation sheets, and retainage.
• Knowledge of lien waivers, COIs, subcontractor compliance, and construction billing workflows.
• Proficiency with accounting/ERP systems (Sage 300, Viewpoint, Procore, QuickBooks, etc.).
• Strong Excel skills and ability to manage high-volume, detail-oriented tasks.
• Strong communication and follow-through, especially with field and project teams.

Preferred:

• Experience with multi-site or multi-entity construction environments.
• Familiarity with AIA G702/G703, progress billing, and project cost tracking.
• Understanding of state lien laws and pay-application compliance.