Accounts Payable Specialist

This is a fully remote position, open to applicants in United States.

📋 Description

• Review, code, and process vendor and subcontractor invoices using Deltek.

• Match invoices with purchase orders, contracts, receiving documentation, and supporting records.

• Verify general ledger accounts, project numbers, phases, tasks, cost codes, and departments.

• Route invoices through approval workflows and follow up on pending approvals.

• Process employee expense reports and ensure compliance with policies and documentation.

• Prepare weekly payment runs, including ACH, checks, wires, and various electronic payments.

• Review vendor statements, respond to inquiries, and resolve discrepancies in invoices and payments.

• Maintain accurate vendor records, including W-9 forms, payment details, and insurance documentation.

• Support the setup of new vendors and independently verify requests for changes to vendor banking information.

• Monitor accounts payable aging and identify overdue invoices, credits, duplicate payments, and unusual items.

• Provide precise information regarding upcoming payment obligations to aid cash-flow planning.

• Prepare accounts payable accruals and assist with the monthly accounting close process.

• Reconcile accounts payable subledger activities with the general ledger.

• Assist in the preparation and reporting of year-end Form 1099.

• Provide documentation and support for financial audits, project audits, and compliance reviews.

• Collaborate with project managers, accounting, procurement, and operations teams.

• Identify and aid in the implementation of improvements to accounts payable procedures, workflows, and internal controls.

• Complete assigned tasks and deliverables within schedule and budget.

• Perform other accounting and administrative tasks as assigned by the Controller.

• Report directly to the Controller.

⛳️ Requirements

• Hands-on experience with Deltek Vantagepoint or Deltek Vision accounting software is essential.

• A minimum of three years of accounts payable or related accounting experience is required.

• Working knowledge of general ledger coding, project accounting, and month-end closing procedures.

• Experience in processing a high volume of invoices while maintaining accuracy and adhering to deadlines.

• Proficiency in Microsoft Excel, Outlook, and other Microsoft 365 applications.

• Strong attention to detail, organizational skills, problem-solving abilities, and follow-through.

• Excellent written and verbal communication skills.

• Ability to handle confidential financial and vendor information with professionalism.

• Capacity to work independently while effectively collaborating with employees, project managers, and vendors.

• An associate or bachelor's degree in accounting, finance, business administration, or a related field is required.

• Accounts payable experience in engineering, construction, data centers, systems integration, government contracting, or another project-based organization is preferred.

• Familiarity with purchase orders, subcontractor invoices, project cost coding, reimbursable expenses, and approval workflows.

• Knowledge of Form 1099 reporting and vendor compliance requirements.

• Experience in supporting multiple projects, departments, or legal entities.

• Must reside near a major US airport.

• A valid REAL ID or an acceptable alternative, such as a passport, is necessary for business travel effective May 7, 2025.

🏝️ Benefits

• Choice of comprehensive medical plans, including two PPO-style plans and an HDHP with HSA option.

• Dental and vision plans.

• Medical, dental, and vision benefits extended to spouse/domestic partner and dependent children up to age 26.

• 401(k) with company match and self-directed brokerage account option.

• PTO, including additional paid time off during the last week of the year.

• Company-paid life insurance coverage for employees and eligible dependents.

• Short- and long-term disability coverage.

• AD&D coverage.

• Opportunities for professional development.

• Tuition reimbursement.

• Assistance with professional licensing.

• Paid parental leave after one year of employment.