Accounts Payable and Project Billing Specialist

4 weeks ago

Madison, Wisconsin, United States Horizon Develop Build Manage Full time

Job Summary:

The Accounts Payable and Project Billing role at Horizon Develop Build Manage is a dynamic position that supports the construction accounting division in various capacities. This full-time position is located at our corporate office in Madison and offers opportunities for growth and development within the company.

Key Responsibilities:

  • Process and enter invoices into CMIC's Imaging system for routing to approvers through an automated workflow system.
  • Follow up with Project Managers and Department approvers for timely return of pending invoices and keep Project Managers current on problem invoices.
  • Voucher and post approved invoices three times a week to update project and overhead cost.
  • Manage weekly overhead check runs, credit card statements, and online payments, including processing One-Use credit card payments for VISA vendors.
  • Investigate mystery invoices and vendor statements showing outstanding balances.
  • Monitor the Rejected bucket in Imaging for invoices that failed to launch through workflow and resubmit accordingly.

Project Billing Responsibilities:

  • Prepare Owner billings on a monthly basis using Textura Payment Management and CMIC Job Billing.
  • Map approved Owner Change Orders and Sub Change Orders in Textura.
  • Audit Textura's Import/Export of Invoices, Payments, Contracts, and Sub Change Orders from CMIC to/from Textura.
  • Prepare the Over/Under calculation spreadsheet to confirm the draw covers Cost plus Fee.
  • Route the draw DRAFT internally for approval before distributing it externally for pencil draw meetings. Send the final draws directly to the Owner or project architect for signatures.
  • Compile documents for subcontractor/Vendor monthly payment approvals - sworn statements, 2nd tier lien waivers, and sign-in forms.
  • Authorize approved subcontractor/Vendor payments in Textura for disbursement by the CFO.
  • Collect all subcontractor/Vendor lien waivers and submit to title to allow draw funds to be released within 25-30 days from submission of Horizon's Application for Payment to Owner.
  • Review all POs (Purchase Orders) for Vendors not charging sales tax. Forward copies of those invoices to the Manager of Construction Accounting for Use Tax submission to the state.

Project Closeout:

  • Perform AR Calls at 75% project completion for subcontractors identified by the CFO.
  • Audit Subcontract/PO totals match between CMIC and Textura to ensure no contract will be overpaid.
  • Ensure all O&M/Warranty documents are received and all 2nd tier FLWs have been received prior to paying out final payments to subcontractors/Vendors.

Requirements:

  • Previous experience in accounts payable, administrative roles, or construction.
  • Typing speed of at least 45 words per minute and data entry speed of 6000 keystrokes per hour.
  • Clear and effective communication skills, both verbal and written, with third-party contacts, subcontractors, and office team members.
  • Ability to manage multiple projects, meet critical deadlines, and maintain good follow-up.
  • Capability to perform quality work within deadlines, with or without direct supervision.
  • Effective teamwork skills and the ability to contribute to all assignments.
  • Proficiency in handling multiple deadlines with critical timelines.
  • Problem-solving skills, including the ability to gather and analyze information skillfully.
  • Ability to maintain confidentiality, remain open to others' ideas, and exhibit a willingness to try new things.
  • Strong presentation skills, with the ability to speak clearly and persuasively in various situations.
  • Demonstrated accuracy and thoroughness to ensure quality work.
  • Adaptability to changes in the work environment, managing competing demands, and dealing with frequent changes, delays, or unexpected events.
  • Consistent attendance and punctuality, following instructions, responding to management direction, and soliciting feedback to improve performance.
  • Ability to work under stress, interruptions, and tight deadlines.

Other Qualifications:

  • Proficiency in Microsoft Word and Excel is required.

Physical Demands and Work Environment:

  • The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  • While performing the duties of this job, the employee is regularly required to sit, stand, write, and operate a computer keyboard, standard office equipment, and telephone. The employee regularly communicates with customers. The employee is frequently required to move about and reach for items. The employee may occasionally lift and/or move up to 25 pounds.

Compensation:

22-25 Hourly Wage

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