Accounts Payable Specialist

Staples Construction is looking for a full-time Accounts Payable Specialist. This position works out of our Ventura, CA office. The work schedule is Monday to Friday with a flexible work schedule. We offer great benefits. The ideal candidate will have construction experience.

Primary Function:

Perform a variety of accounting clerical tasks related to the maintenance and processing of accounting records, invoices, etc. to external vendors and subcontractors. The accounting specialist will also support contract billing and reporting functions for the project team.

Typical Duties:

1. Accounts Payable Specialist.
2. Compare vendor/subcontractor invoices to purchase orders or contracts to verify quantities, prices, payment terms, change orders, etc. Enter data into accounting system with appropriate coding for payment processing.
3. Assist with reviewing Subcontractor documentation for payment approval, including insurance certificates. Contact Subcontractor for missing documents.
4. Enter preliminary notices and follow up before payment if joint checks are required. Ensure proper releases are received.
5. Prepare weekly check runs for Vendors (G&A, Indirects, and Subcontractors).
6. After checks are signed prepare for mailing, file backup documentation.
7. Contracts Specialist
8. Enter subcontracts, change orders, and purchase orders into accounting system.
9. Collect, assist in completion, and verify accuracy of lien waivers.
10. Answer internal team member’s questions regarding billings.
11. Enter invoices into the ERP systems.
12. Work with team members on progress billings in AIA format.
13. Verify discrepancies by and resolve billing issues.
14. Perform additional assignments and ad-hoc reporting per supervisor’s direction.

Qualifications:

• Minimum three (3) years of construction accounts payable experience
• Working knowledge of invoicing & billing procedures
• Proficient in basic arithmetic
• Intermediate excel skills
• Ability to use 10-key by touch accurately
• Understanding how to track, pay, manage, and work with all our subcontractors and vendors
• Must be accurate and detail oriented while working in a fast-paced environment
• Must be able to work independently and as a team player
• Ability to clearly and effectively communicate, verbal & written
• Reliable, dependable, and flexible

WORKPLACE CIVILITY RULES:

• Represents the company with a positive attitude internally and externally.
• Participates fully as a team member, completing all requirements assigned in a timely manner.
• Treats all employees, clients, subcontractors and vendors with dignity and respect.
• Works cohesively with team members and all co-workers, displaying a positive attitude through behaviors and supportive problem solving and communication skills both orally and in writing.
• Acts in a professional manner at all times to maintain a positive work environment in accordance with Staples Construction's Harassment policy and Workplace Violence procedures.

WORKING CONDITIONS:

Environment:

• Works in indoor office conditions.
• Occasionally will work at construction sites, in seasonal climate and weather conditions; with exposure to construction noise, electrical energy, equipment, dust, and debris.
• Occasionally drive a vehicle to different locations.
• Works under pressure, in potentially stressful situations.

Physical Demands:

The physical demands described are representative of those that must be met to successfully perform the essential functions of this job:

• Regularly required to lift, manipulate, and carry items of up to 10 pounds without assistance.
• Must wear approved Personal Protective Equipment when at construction site.
• Regularly required to: sit, stand, reach, walk, squat, kneel, bend.
• Regularly required to repetitively use hands to: push, pull, use fingers, bend and twist wrists.
• Must have the ability to see small details and at objects at a distance.
• Regularly required to talk and hear.
• Frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms.
• Fast-paced environment.
• Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception and ability to adjust focus.
• The physical demands described are representative of those that must be met to successfully perform the essential functions of this job.

The physical demands described are representative of those that must be met to successfully perform the essential functions of this job.