Accounts Payable Specialist

Description

At Mid Atlantic Contracting, we believe great companies are built by people who care about the details, take ownership of their work, and support the success of the team around them.

We're looking for an Accounts Payable Specialist who brings a high level of organization, accuracy, and accountability to everything they do. This role is much more than entering invoices—it is a key position within our finance team that helps keep projects moving, vendors paid, records organized, and operations running smoothly. Reporting directly to our Controller, you'll also be responsible for accounts payable processing, vendor and subcontractor support, reconciliations, collections support, compliance documentation, and a variety of administrative and accounting functions that support the business as a whole.

Requirements

Accounts Payable Administration

· Maintain vendor and subcontractor master files. 

· Process vendor invoices, subcontractor invoices, and employee reimbursements. 

· Verify proper coding, approvals, and supporting documentation prior to payment. 

· Enter and post invoices within the accounting system. 

· Research and resolve invoice discrepancies, payment issues, and processing errors. 

· Respond to vendor and subcontractor inquiries regarding payment status and account activity. 

· Process weekly check runs and electronic payments. 

· Void, adjust, and reissue payments as necessary.

Vendor and Subcontractor Management

· Maintain current W-9 documentation and subcontractor records. 

· Track and maintain certificates of insurance (COIs) and compliance documentation. 

· Assist with subcontractor onboarding and qualification processes. 

· Support procurement and project teams by researching purchase order, contract, and vendor-related issues.

Credit Card & Expense Management

· Administer credit card programs. 

· Process new card requests, account maintenance, and limit updates. 

· Investigate and resolve disputed charges. 

· Reconcile company credit card accounts monthly. 

· Collect, code, and import receipts into the accounting system.

Cash Management & Reconciliations

· Reconcile daily banking transactions. 

· Complete monthly bank account reconciliations. 

· Assist with payroll tax reconciliations and other financial account reconciliations as assigned. 

· Support month-end and year-end closing activities.

Accounts Receivable Support

· Assist with customer payment follow-up and collections activities. 

· Contact customers regarding outstanding balances and payment status. 

· Support initiatives to improve payment processing, including ACH and electronic payment adoption.

Compliance & Audit Support

· Maintain organized financial records and supporting documentation. 

· Assist with annual insurance audits and financial reviews. 

· Ensure compliance with company policies, accounting procedures, and internal controls. 

· Support implementation and maintenance of finance department SOPs and process documentation.

Payroll Oversight, Management, and Compliance

· Oversee all payroll operations for MAC and MAC Metal Fab, ensuring accurate and timely processing of employee compensation, benefits, and deductions as well as certified payroll processing and reporting. 

· Ensure payroll practices comply with federal, state, and local regulations, including wage and hour laws, tax withholding, and reporting requirements. 

· Collaborate with HR and operations to align payroll and benefits updates. 

Provide guidance on payroll related inquiries from employees and management by resolving issues promptly. 

Qualifications

Required

· High school diploma or equivalent. 

· Minimum of 3 years of accounts payable, bookkeeping, or accounting experience. 

· Strong proficiency with Microsoft Office, particularly Excel. 

· Excellent organizational and time management skills. 

· Strong attention to detail and accuracy. 

· Ability to maintain confidentiality and exercise sound judgment. 

· Strong written and verbal communication skills.

Preferred

· Construction industry experience. 

· Experience with Vista Viewpoint or similar construction accounting software. 

· Experience processing subcontractor payments and managing compliance documentation. 

· Associate's or Bachelor's degree in Accounting, Finance, or a related field.