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Accounts Payable Specialist

2 weeks ago

Miami, Florida, United States Arazoza Brothers Full time

Job Summary: The AP Specialist is responsible for accurate and timely processing of all accounts payable activities for construction projects, including vendor setup, invoice processing, payment scheduling, and compliance with project-specific requirements. The role supports the NTO (Notice to Owners) process as applicable, maintains strong vendor relationships, and ensures efficient credit card and credit application workflows.

Key Responsibilities:

  • Process and verify invoices for projects, ensuring accuracy, proper approvals, coding to project/cost codes.
  • Manage the NTO (Notice to Owners) workflow, including tracking, documentation, and communications to protect lien/claim rights and ensure timely notice delivery.
  • Execute timely payments to vendors and subcontractors; prepare and administer payment runs, including ACH and check payments.
  • Manage vendor master and onboarding: collect W-9s, certificates of insurance, banking details, and update vendor records; resolve duplicate or conflicting data.
  • Conduct credit risk assessments for new vendors (credit applications, credit references) and maintain vendor credit limits where applicable.
  • Process and reconcile credit card transactions; expense policies, and employee card usage compliance.
  • Manage communications with project managers, field staff, and vendors to resolve discrepancies, payment status, and AP inquiries.
  • Support process improvements: automate workflows, implement AP best practices, and participate in system/system-implementation projects (ERP, imaging, e-invoicing).

Qualifications:

  • Education: Bachelor's degree in Accounting, Finance, or a related field (or equivalent work experience).
  • Experience: 2–4 years of accounts payable experience; construction industry experience preferred.
  • Strong understanding of lien rights, mechanics' liens, and NTO/Notice to Owner processes; familiarity with state-specific requirements is a plus.
  • Vendor management experience and ability to communicate effectively with suppliers, subcontractors, and project teams.
  • Experience with credit applications, vendor credit references, and evaluating credit risk.
  • Knowledge of credit card programs and processing (employee expenses, corporate cards).
  • Strong attention to detail, analytical and problem-solving skills, and ability to manage multiple priorities in a fast-paced environment.
  • Excellent organizational, time-management, and communication skills.

Key Competencies:

  • Attention to detail and accuracy
  • Vendor relationship management
  • Effective written and verbal communication
  • Confidentiality and integrity
  • Process improvement and adaptability
  • Knowledge of construction industry payment processes and lien laws

Reporting Relationships:

  • Reports to: Controller
  • Works closely with: Project Managers, Field Operations, Plant Purchasers
  • Career Path: Potential progression to AP Lead, AP Supervisor/Manager, or Finance Operations roles.