Accounts Payable Specialist

The Accounts Payable Specialist will provide administrative support for the company. An effective candidate for the position will be a liaison between vendors, key stakeholders, and cross-functional internal teams. This person will be responsible for effective coordination and problem resolution of the department's Accounts Payables. In addition, the Accounts Payable will respond to basic client inquiries and perform other administrative tasks related to creating accurate and complete invoices, timely payments, and maintaining meticulous contract & billing records. The Accounts Payable will report directly to the Senior Vice President of Finance.

Responsibilities:

• Achieves and maintains "Client Success & Operational Excellence" while serving our clients with love and respect according to the A Plus 6 Dones: Done Safely, Done on Time, Done on Budget, Done as Promised, Done with Innovation, and Done as a Team
• Monitor the AP inbox. Work through and respond to inquiries and resolve questions/issues
• Work closely with the vendors to request any applicable changes on invoices, tax removal etc. and maintain a positive attitude in all correspondence
• Prepare vendor reconciliations, helping to identify any applicable issues
• Assist in the processing of invoices and expense reports
• Ensures the timely and successful coordination of billing & invoicing according to best practices and the client's needs and objectives
• Assists through email, phone, Microsoft Teams, and other meetings
• Enters and maintains accurate data in 3rd party vendor payable systems and website compliance portals as designated by client account
• Ensures accuracy and efficiency of administrative operations, processing and monitoring billing and payments in compliance with company policies and procedures
• Performs day-to-day transactions, including verifying, classifying, computing, posting, and recording account data
• Secures, verifies, tracks, and processes billing against Purchase Orders
• Prepares customer proposals, statements, bills, and invoices
• Submits invoices for approval & processing daily
• Credit Card GL coding
• Obtains and/or coordinates invoices and receipts for traffic control, green waste fees, permits, business licenses, special equipment rentals, etc., as needed
• Ensures job hours are promptly documented & recorded and submitted to meet or exceed deadlines
• Tracks and maintains labor & equipment hours using the Daily Production Schedule
• Records job expenses and attaches receipts
• Invoices accounts through Arbor Plus (company software)
• Submits PDF invoices by email for specific jobs or departments, as requested
• Uploads and/or creates invoices and credit notes in vendors accounting software like Taulia
• Facilitates payment of invoices by following up with client billing clerks on outstanding invoices
• Initiates collection on past-due accounts
• Generates or obtains statements and reports detailing aging status
• Processes subcontractor invoices, including Permits, Traffic Control, and Rental Equipment
• Records hotel & per diem billing records for travel crews
• Assist in setting up of new vendors, ensuring all supplier setup information is received from the vendor and entered accurately and completely in Timberline
• Assist in maintaining proper vendor files, including updated W9s and Certificates of Insurance
• Provide support to and take direction from the SVP and Executive team
• Other ad-hoc tasks as directed by management, including reporting and audit requests
• Assist in efficiency implementations such as Bill
• Assist in AP clean-up projects such as vendor account clean-up
• Other duties as assigned by the Supervisor based on Finance department initiatives and priorities
• Job responsibilities may change based on Finance Management discretion

Qualifications:

• High School Diploma or GED required
• Business, Finance, or Accounting Degree or related
• Minimum 3 years proven Accounts Payable experience
• Familiarity with accounting programs, i.e., Quick Books required
• Proficiency in Microsoft products, including Word, Excel, Outlook & PowerPoint
• Working knowledge of Adobe Acrobat
• Comfortable with using multiple systems at once
• Proactive, self-motivated & works independently and as a team
• Demonstrates extreme attention to detail with a high degree of accuracy
• Exemplary organizational skills
• Possesses strong organizational skills with a proven ability to prioritize multiple competing tasks (solid multitasker)
• Thrives in a fast-paced, high-pressure environment
• Strong verbal and written communication
• Critical thinking and problem-solving skills
• Data entry mastery
• Meets or exceeds deadlines
• Proficient in basic math
• Willingness to learn and grow
• Available to work flexible hours, including early mornings, evenings, weekends, and/or holidays, as well as work weeks that may at times exceed 40 hours
• Proof of valid driver's license
• Must be at least 21 years of age

Benefits:

Health insurance, Dental insurance, Health savings account, Life insurance, Paid time off, Vision insurance, 401(k).

*A Plus Tree provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.