Accounts Payable Specialist

Accounts Payable Specialist

Location: Waco
Job Type: Full-Time
Department: Finance/Accounting
Reports To: Financial Controller

Job Summary

P&E Mechanical Contractors is seeking a highly organized and detail-oriented Accounts Payable Specialist to manage the processing, tracking, and payment of vendor invoices. This role plays a crucial part in maintaining strong vendor relationships, ensuring timely payments, and upholding financial integrity. The ideal candidate will have a solid understanding of accounting principles, experience in high-volume construction invoice processing, and the ability to work collaboratively within a fast-paced environment.

Key Responsibilities

Invoice Processing & Payment Management

• Review, verify, and process vendor invoices, ensuring accuracy and compliance with company policies.
• Match invoices to purchase orders and receipts to validate transactions.
• Enter and code invoices in the accounting system with appropriate general ledger accounts.
• Prepare and schedule payments via check, ACH, wire transfer, or other methods.
• Ensure timely payment of invoices to maintain positive vendor relationships and avoid penalties.

Reconciliation & Reporting

• Reconcile accounts payable transactions and vendor statements, identifying and resolving discrepancies.
• Monitor accounts to ensure payments are current and outstanding balances are addressed promptly.
• Assist with month-end and year-end closing processes by providing accurate financial data.
• Generate and maintain reports on payable accounts, including aging reports and cash flow forecasts.

Compliance & Process Improvement

• Ensure invoices and payments comply with company policies, internal controls, and financial regulations.
• Assist in audits by providing necessary documentation and supporting materials.
• Identify opportunities for process improvement to enhance efficiency in accounts payable operations.
• Collaborate with procurement and finance teams to optimize payment strategies and vendor terms.

Vendor & Internal Collaboration

• Serve as a key point of contact for vendor inquiries and dispute resolution.
• Maintain positive relationships with vendors by addressing concerns and ensuring smooth payment processing.
• Work closely with internal departments to resolve invoice discrepancies and approval delays.
• Maintain accurate and organized records of invoices, payments, and vendor communications.

Qualifications & Skills

Required:

• Associate’s or Bachelor’s degree in Accounting, Finance, or a related field preferred but not required.
• 2 years of experience in accounts payable or related accounting functions.
• Proficiency in accounting software (e.g., QuickBooks, Drop Box, Excel).
• Strong knowledge of Microsoft Excel, including pivot tables, , and data analysis tools.
• Excellent attention to detail and high level of accuracy in data entry and record-keeping.
• Strong problem-solving skills and ability to manage multiple tasks in a deadline-driven environment.
• Effective communication and interpersonal skills for vendor and internal team interactions.
• Understanding of GAAP and financial compliance regulations.

Preferred:

• Experience in a high-volume accounts payable environment.
• Knowledge of tax regulations related to vendor payments (e.g., 1099 reporting).
• Prior experience in a construction business environment.

Why Join Us?

• Competitive salary and comprehensive benefits (health, dental, vision, 401k).
• Career growth opportunities within a dynamic finance team.
• Supportive and collaborative work environment.
• Commitment to employee development, including training and certification support.

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Work Location: In person