Accounts Payable Specialist

Description

Howard Building Corporation (HBC) is a leading commercial construction company dedicated to delivering high-quality projects through strong client relationships, operational excellence, and a commitment to employee ownership. As an ESOP-owned company, we believe our employees directly contribute to our success and have the opportunity to share in the value they help create.

We are seeking a detail-oriented and proactive Accounts Payable Specialist to join our Accounting team. This position plays a critical role in supporting project operations, maintaining strong vendor and subcontractor relationships, and ensuring timely and accurate processing of construction-related financial transactions.

Essential Job Functions

Vendor & Subcontractor Administration

• Establish and maintain vendor and subcontractor records.
• Process and maintain W-9 documentation and vendor compliance records.
• Collect and track preliminary notices, bonds, insurance certificates, union letters, tax-exempt documentation, and other compliance requirements.
• Assist with subcontractor onboarding and documentation management.

Accounts Payable

• Receive, review, and process vendor and subcontractor invoices.
• Determine whether invoices are project-related or overhead expenses and route for appropriate approval.
• Apply preliminary coding to overhead invoices using the Company's Chart of Accounts.
• Verify invoice accuracy, approvals, supporting documentation, and compliance requirements prior to payment.
• Process weekly AP check runs and electronic payments.
• Maintain organized digital records of invoices and supporting documentation.
• Reconcile vendor statements and promptly resolve discrepancies.
• Respond to vendor inquiries and maintain positive vendor relationships.

Subcontractor Payments & Compliance

• Collect, review, and maintain conditional and unconditional lien waivers.
• Verify subcontractor compliance requirements prior to payment.
• Process subcontractor payment requests and supporting documentation.
• Assist with payment administration through GC Pay or similar construction payment platforms.

Project Accounting Support

• Maintain accurate job cost records and supporting documentation.
• Assist project teams with vendor invoice coding and job cost allocations.
• Support project managers and project engineers with questions related to job costs and vendor activity.
• Review project-related expenses for completeness and accuracy.
• Assist with budget-versus-actual cost reporting and research variances as requested.

Month-End & Administrative Support

• Assist with month-end closing activities related to accounts payable.
• Support account reconciliations and audit requests.
• Prepare reports and schedules as requested by management.
• Perform other duties and special projects as assigned.

Requirements

Required Qualifications

• 3+ years of accounts payable experience, preferably within the construction industry.
• Strong understanding of vendor invoices, subcontractor payments, and job-cost accounting.
• Experience processing high-volume invoices with strong attention to detail.
• Proficiency in Microsoft Excel, Outlook, and other Microsoft Office applications.
• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Excellent verbal and written communication skills.
• Ability to work independently while maintaining a collaborative team approach.
• Ability to maintain confidentiality and handle sensitive financial information appropriately.

Preferred Qualifications

• Construction accounting experience.
• Experience with lien waivers, subcontractor compliance, and construction documentation.
• Experience with GC Pay or similar subcontractor payment platforms.
• Experience with Sage 300 CRE or other construction ERP/accounting systems.
• Understanding of job cost accounting concepts and construction project workflows.
• Associate's or Bachelor's degree in Accounting, Finance, Business, or related field.

What Makes Someone Successful at HBC

The ideal candidate:

• Takes ownership of their responsibilities and follows through on commitments.
• Is highly organized and detail-oriented.
• Works well in a fast-paced construction environment.
• Proactively identifies issues and recommends solutions.
• Builds positive working relationships with project teams, vendors, subcontractors, and coworkers.
• Demonstrates flexibility and adaptability as priorities change.
• Embraces continuous learning and process improvement.

Privacy Statement 

Most of the information we collect is information provided directly by you and includes information submitted by you through forms or links on the site, emails or other electronic messages, and the job application portal – a list of the information we collect and purpose for collection can be found at the following link: https://www.howardbuilding.com/

We do not sell, trade or otherwise transfer your personally identifiable information to third parties except that some information may be processed or stored by third party service providers who are contractually obligated to only use such information for purposes of carrying out their contractual obligations in support of our business functions. 

 Equal Opportunity

Howard Building Corporation is an Equal Opportunity Employer. We recruit, hire, train, and promote individuals without regard to race, religion, color, national origin, ancestry, age, sex, gender, marital status, gender identity, gender expression, sexual orientation, medical condition genetic information, disability, military status or protected veteran status or any other consideration made unlawful by federal, state or local laws, including the CA Fair Chance Act. HBC is an Equal Opportunity Employer in compliance with the California Fair Chance Act, the Los Angeles Fair Chance in Hiring Initiative, and all other applicable law. HBC does not use artificial intelligence in any aspect of the hiring process.

What We Offer

· Company Paid Employee Benefits – Health, Dental, Vision, Life and AD&D

· Health Savings Accounts (HSA), HRA, Additional Life, Disability, and more

· Discounted Gym Memberships, Wellbeing Rewards, Employee Assistance Programs

· Employee Stock Ownership Plan – Free Retirement to all Full-time Employees

· 401(k) Retirement Plan + Partial Employer Matching Funds

· Paid Parking, Auto Allowances, Commuter Benefits

· Over 5 Weeks of Paid Time Off to Start

· Paid Training + Tuition Reimbursement

· Employee Referral Bonuses

· Annual Bonuses

· Flexibility