New

Accounts Payable Specialist-Construction

Vaco
$50,000.00 - $60,000.00 / yr
United States, Florida, Clearwater
May 29, 2025
Position Summary: We are seeking an experienced Accounts Payable Specialist with a strong background in the construction industry to join our finance team. The ideal candidate will manage vendor payments, process invoices, and maintain accurate financial records while understanding the unique challenges and requirements of construction accounting, including progress billing, retention, and compliance with prevailing wage requirements. Key Responsibilities: Invoice Processing & Payment Management Process high-volume accounts payable transactions for construction projects, including material suppliers, subcontractors, and equipment vendors Review and verify invoices against purchase orders, contracts, and delivery receipts Ensure proper coding of expenses to appropriate job costs and general ledger accounts Process three-way matches and resolve discrepancies with vendors and project managers Prepare and execute payment runs via ACH, wire transfers, and checks Maintain accurate payment schedules and cash flow projections Construction-Specific Accounting Handle progress billing and percentage-of-completion accounting Process and track retention payments according to contract terms Manage certified payroll and prevailing wage compliance documentation Process change orders and extra work authorizations Coordinate with project managers on job costing and budget tracking Handle lien waiver processing and compliance Vendor Relations & Compliance Maintain vendor master files and ensure W-9 compliance Resolve vendor inquiries and payment disputes promptly Process new vendor setups and maintain accurate vendor information Ensure compliance with union agreements and prevailing wage requirements Coordinate with procurement team on vendor negotiations and terms Record Keeping & Reporting Maintain organized filing systems for invoices, contracts, and supporting documentation Prepare aging reports and assist with month-end closing procedures Support internal and external audits by providing requested documentation Generate reports for management on payment status, cash flow, and vendor performance Required Qualifications: Associate's degree in Accounting, Finance, or related field preferred, or equivalent experience Minimum 3-5 years of accounts payable experience, with at least 2 years in construction industry Strong understanding of construction accounting principles and job costing Experience with construction ERP systems (Sage preferred) Proficiency in Microsoft Excel and accounting software Knowledge of prevailing wage requirements and certified payroll processes Understanding of mechanics' liens, retention, and progress billing Strong attention to detail and accuracy in data entry Excellent organizational and time management skills Preferred Qualifications: Bachelor's degree in Accounting or Finance Experience with union payroll and benefit reporting Knowledge of government contracting and compliance requirements Familiarity with construction project management software Experience with electronic payment systems and vendor portals Skills & Competencies: Strong analytical and problem-solving abilities Excellent communication skills, both written and verbal Ability to work independently and manage multiple priorities Proficiency with 10-key calculator and data entry Understanding of internal controls and segregation of duties Ability to work under pressure and meet tight deadlines Strong ethical standards and commitment to confidentiality Vaco by Highspring values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply. EEO Notice Vaco by Highspring is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law. Vaco by Highspring and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco by Highspring and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact HR@vaco.com . Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal. By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal. Privacy Notice Vaco by Highspring and its parents, affiliates, and subsidiaries ("we," "our," or "Vaco by Highspring") respects your privacy and are committed to providing transparent notice of our policies. California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees here. Virginia residents may access our state specific policies here. Residents of all other states may access our policies here. Canadian residents may access our policies in English here and in French here. Residents of countries governed by GDPR may access our policies here. Pay Transparency Notice Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to: the individual's skill sets, experience and training; licensure and certification requirements; office location and other geographic considerations; other business and organizational needs. With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.