Accounts Payable Specialist

 

Job Title:               Accounts Payable Specialist

Reports to:           Controller

Location:              Manchaca, TX

FLSA Status:         Hourly / Non-Exempt

 

COMPANY OVERVIEW

For nearly 70 years, The Porter Company has maintained its reputation as one of Texas’ premier, multi-faceted mechanical contractors. Our dedicated, experienced, and highly motivated team provides full-service mechanical, HVAC, and specialty piping systems. Our clients encompass a wide range of industries, including commercial, bulk chemical systems for semi-conductor manufacturers, high-tech fabrication, pharmaceutical companies, medical complexes, and other highly specialized facilities.

POSITION OVERVIEW

The Accounts Payable Specialist will be will be responsible for processing invoices and maintaining accounting records. The ideal candidate must compute, classify, and record numerical data to keep financial records complete. He or she will perform any combination of routine calculating, posting, and verifying duties to ensure vendors are paid accurately.

ESSENTIAL JOB FUNCTIONS

Include the following. Other responsibilities may be assigned.

• Receive and code all invoices and direct as needed for approval
  • Maintain AP inbox – daily (majority of invoices are emailed)
  • Match invoices against PO’s – daily (invoices are uploaded in bulk)
  • Maintain Bluebeam – weekly (upload invoices for project managers to code)
  • Code overhead Invoices for President to approve – weekly
• Enter invoices daily so job costs are current, and bills are paid on time
• Pay invoices weekly, print checks on Wednesday to mail on Friday
• Invoices eligible for early pay discount should be entered by the 7th and paid on 9th
• Respond to requests in email for payment updates, exempt certificates, problem invoices, etc.
• Review statements monthly and track down missing invoices
• Enter all costs for end of month financial close by the deadline date (varies between 5th-7th)
• Make journal entries as necessary
• Adhere to all accounting processes and security measures in place to comply with GAAP and company policy. 

QUALIFICATIONS 

To perform this job successfully, the individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

POSITION REQUIREMENTS/PREFERRED EDUCATION, SKILLS AND EXPERIENCE 

• 2- 5 years Accounts Payable or similar experience working in an administrative job, supporting management.
• Bachelor’s Degree (or equivalent construction accounting related work experience) preferred.
• Working knowledge of the construction industry a plus.
• Working knowledge of federal, state, and city regulations and guidelines.

COMPUTER SKILLS

• Must demonstrate proficiency in Microsoft Office applications, particularly Microsoft Outlook and Excel.
• Must have experience with accounting software. Experience using Bluebeam preferred.
• Ability to communicate effectively with various departments and outside vendors.

REQUIRED ATTRIBUTES

 The requirements listed below are representative of characteristics and demonstrated capabilities sought to perform this job successfully. 

• Must have strong attention to detail.
• Must have strong time management abilities.
• Must have the ability to compile and analyze data, and problem solve.
• Must build positive working relationships with multiple levels of employees and management
• Must demonstrate integrity, honesty, professionalism, and appropriate concern regarding dissemination of sensitive and confidential information.
• Must demonstrate commitment to company values, goals and objectives.

LANGUAGE SKILLS

Must have the demonstrated ability to effectively communicate in English, cooperate, and collaborate with multiple levels of customers, employees, unions, government agencies, vendors and suppliers, and other contractor organizations.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job