What are the responsibilities and job description for the Accounts Payable Clerk position at H&CO?
Position Summary:
The Accounts Payable Clerk plays a key role in ensuring timely and accurate processing of vendor payments and maintaining financial compliance across multiple construction projects. This role is responsible for processing invoices, managing subcontractor documentation, supporting job cost tracking, and coordinating closely with project managers and field teams to ensure proper approval and coding of all project-related expenses.
Essential Functions:
- Process vendor invoices, ensuring correct job, phase, and cost code assignment for accurate job costing.
- Review and process subcontractor pay applications, including AIA billing, retainage, and compliance verification.
- Track and collect required documentation, such as W-9s, certificates of insurance, contracts, and lien waivers, prior to releasing payments.
- Collaborate with project managers and field supervisors to confirm delivery of services and materials before approving vendor invoices.
- Maintain and update vendor records and assist in the setup of new vendors in the accounting system.
- Generate weekly payments (checks, ACH, or joint checks), ensuring proper approvals and supporting documentation are in place.
- Support monthly closings by preparing AP-related journal entries, reconciliations, and project expense summaries.
- Research and resolve invoice discrepancies and payment issues with vendors across multiple job sites.
- Assist in the preparation and issuance of 1099 forms and maintain compliance with IRS reporting requirements.
- Utilize construction-specific accounting software (e.g., Sage 300, Procore, Foundation, or similar) to manage accounts payable tasks.
- Maintain organized and audit-ready AP files in accordance with internal controls and company policies.
Required Education & Experience:
- Associate degree in Accounting, Finance, or related field.
- 2–4 years of accounts payable experience in the construction industry.
- Working knowledge of AIA documentation, retainage, and lien waivers preferred.
- Experience using construction ERP systems is a strong plus.
Required Skills, Knowledge & Competencies:
- Understanding of basic accounting principles and GAAP.
- Proficiency in Microsoft Excel (pivot tables, VLOOKUPs) and strong computer skills.
- Excellent attention to detail, organizational skills, and time management.
- Ability to manage multiple priorities in a fast-paced, deadline-driven environment.
- Strong interpersonal and communication skills; team-oriented with a proactive attitude.
