Accounts Payable Specialist

Job Type: Full-Time

Work Hours: Monday to Friday, 8:00 AM to 5:00 PM Pacific Time, with a 1-hour break

Salary: $1,100 per month

Job Overview:

We are seeking an experienced and highly accurate Accounts Payable Specialist to handle full-cycle AP for a high-volume construction operation. This remote role supports a U.S.-based accounting team and involves processing vendor invoices, managing job cost and GL coding, and maintaining the AP workflow within TimberScan and Sage 100. Key responsibilities include vendor communications, reconciliations, credit applications, dispute resolution, and employee expense reports. Construction industry experience is required. The ideal candidate is reliable, detail-oriented, and committed to delivering clean, timely, and well-documented AP work.

Key Responsibilities:

Invoice Processing & Coding

• Perform day-to-day financial transactions, including verifying, classifying, routing, and processing invoices for payment through TimberScan and Sage 100.
• Review all incoming invoices for accuracy in pricing, quantities, and terms; compare against supplier quotes or purchase orders when applicable.
• Accurately code invoices to the correct general ledger accounts, job numbers, cost codes, and cost types.
• Route invoices for approval within TimberScan, post approved invoices to Sage 100, and prepare payment batches for review.
• Maintain complete and organized digital documentation for all payables.

Vendor Communication & Dispute Resolution

• Respond to vendor inquiries and communicate clearly regarding invoice or payment status.
• Research and resolve invoice discrepancies or pricing variances.
• Gather and maintain W-9s and vendor setup documentation.
• Complete vendor credit applications using internal templates and ensure timely submission.
• Collaborate with the Accounting Manager and Controller to resolve payment disputes or vendor issues.

Reconciliations & Reporting

• Perform monthly vendor statement reconciliations, ensuring all invoices are received, posted, and accurate.
• Identify and document missing or duplicate invoices; follow up with vendors or internal approvers as needed
• Assist with month-end close tasks, including account tie-outs.

Employee Expense Reports & Miscellaneous Tasks:

• Review and process employee expense reimbursements, verifying receipts, coding accuracy, and approvals.
• Support compliance with expense reporting and documentation standards.
• Provide assistance with audit requests or reporting a needed.

Cross-Company Collaboration

• While primarily assigned to one entity type, cross-train and assist other AP Specialists as needed to maintain consistency and coverage across all companies.

Qualifications:

• 3–5 years of full-cycle accounts payable experience in the construction industry (required).
• Hands-on experience with TimberScan and Sage 100 (required).
• Strong understanding of construction-specific job cost accounting, GL coding, and AP workflows.
• Experience with vendor reconciliations, expense reports, and credit applications.
• Familiarity with Corpay or other AP automation tools (preferred).
• Highly reliable and consistent in meeting deadlines
• Exceptional attention to detail and accuracy in high-volume environments
• Excellent written and verbal English communication skills.
• Able to work independently and solve problems proactively.
• Clear, honest communicator who follows up and asks the right questions.
• Organized and dependable in a fast-paced, structured setting.
• Must be able to work U.S. Pacific Time hours (graveyard shift in PH).