Accounts Payable Specialist

Department: Corporate/Administrative

Employment Type: Full Time

Location: Sanford, FL

Description

CPH is a multi-disciplined Engineering and Architectural design firm that ranks in the nation’s Top 500 Design Firms by ENR Magazine.

We are actively seeking to hire the following position in Sanford, FL: 

• Accounts Payable Specialist

Job Summary:  

The Accounts Payable Specialist is responsible for the accurate, timely, and controlled processing of vendor invoices, subcontractor payments, employee reimbursements, and related payables. This role plays a critical part in maintaining financial discipline, supporting project execution, and ensuring compliance with company policies and portfolio governance standards. 

In a project-based AEC environment, the AP Specialist ensures that labor, subcontract, and direct expense payments are properly recorded, aligned with project budgets, and supported by appropriate approvals. 

This position supports cash flow forecasting, vendor relationships, audit readiness, and internal controls. 

Duties Include

Trade, Subcontract & Intercompany Voucher and Invoice Processing 

• Receive, review, and process vendor and subcontractor invoices. 
• Verify invoice accuracy, required documentation, and proper approvals. 
• Match invoices to purchase orders, subcontracts, or authorized commitments where applicable. 
• Code invoices to appropriate general ledger accounts, projects, and cost centers. 
• Ensure subcontract costs are recorded accurately against project budgets. 
• Ensure proper GL accounting separating direct vs. indirect and allowable vs. unallowable. 

Payment Processing & Cash Discipline 

• Prepare and schedule vendor payments in accordance with established payment terms and internal approval workflows. 
• Maintain accurate vendor master records, including secure handling of banking and sensitive information. 
• Monitor payment approvals and ensure compliance with delegation of authority policies. 
• Provide AP aging reports to Accounting leadership to support cash outflow planning and forecasting. 
• Support disciplined management of Days Payable Outstanding (DPO) in alignment with company cash strategy. 

Reconciliation & Controls 

• Reconcile vendor statements to the AP ledger to ensure completeness and accuracy. 
• Investigate and resolve discrepancies, duplicate invoices, or coding errors promptly. 
• Reconcile corporate credit cards, employee advances, and expense reimbursements. 
• Maintain audit-ready documentation for all payables transactions. 
• Assist in month-end close activities related to AP accruals and reconciliations. 

Employee Expense & Reimbursement Management 

• Review and process employee expense reports for compliance with company policies. 
• Ensure appropriate documentation and approvals are obtained. 
• Reconcile outstanding advances and follow up on aging employee balances. 
• Ensure proper GL accounting separating direct vs. indirect and allowable vs. unallowable. 

Vendor & Internal Relationship Management 

• Maintain professional relationships with vendors, subcontractors, and internal project teams. 
• Respond to vendor inquiries promptly and resolve payment issues effectively. 
• Coordinate with project managers to ensure subcontract invoices align with contract terms and project status. 

Compliance & Continuous Improvement 

• Ensure compliance with GAAP and company accounting policies. 
• Support internal and external audit requests related to AP transactions. 
• Identify opportunities to improve AP workflows, automation, and documentation standards. 
• Reinforce adherence to internal controls and portfolio governance expectations. 
• Perform other duties as assigned.  

Requirements

• Strong attention to detail and transactional accuracy 
• Understanding of basic accounting principles and GAAP 
• Ability to manage high-volume invoice processing in a deadline-driven environment 
• Strong organizational and time-management skills 
• Professional communication skills with vendors and internal stakeholders 
• High discretion handling confidential financial information 
• Proficiency in Microsoft Excel and accounting systems 
• Ability to operate effectively in a structured, process-driven environment 
• Bilingual (Spanish) preferred