Accounts Payable Clerk

Accounts Payable Clerk (Construction Industry) | QuickBooks Online | Procure-to-Pay)


Position Summary
The Accounts Payable Clerk supports the full procure-to-pay (P2P) cycle for a Structural Steel construction company, ensuring accurate, timely, and compliant processing of vendor invoices related to sub-contractors for construction projects and other operational costs, administrative services, and expense reimbursements. This role works in QuickBooks Online (QBO) and supports Administrator Manager and President with vendor compliance and reconciliation requirements.

Key Responsibilities


Procure-to-Pay (End-to-End)

• Manage the full P2P cycle from purchase request support through invoice approval, posting, and payment
• Enter purchase orders, receiving documentation, and approvals in accordance with internal policies and at direction of management
• Perform 2-way and 3-way matching (PO, invoice, receiving/confirmation)
• Resolve invoice discrepancies with vendors, operations, and construction project managers

Accounts Payable Processing

• Scan invoices into 3rd party system for import into QBO. Validate proper G/L coding and Project Assignment
• Enter, review, and code vendor invoices in QuickBooks Online
• Ensure accurate GL coding, General Contractor/Project tracking
• Process weekly payment runs (ACH, check, wire)
• Assemble printed checks with paper copies of invoices paid for review and signature by management
• Scan checks and attach images in QBO, share drive and retain paper copy in Project File attached to invoices paid
• Prepare checks for mailing in envelopes and add stamps as required to envelope
• Monitor AP aging and escalate overdue or high-risk items
• Accurately progress bills for sub-contractor bills broken down into milestone payments linked to P/O

Construction Project Related Spend

• Process invoices related to:
  
  • Create monthly reports for AP due by project
• • Provide information to Administration Manager and President with recommended payments based on anticipated General Contractor remittances
• • Setup checks to print for each vendor separated by project

Vendor & Compliance Support

• Set up and maintain vendor records, including W-9 collection
• Support 1099 reporting for applicable vendors
• Reconcile vendor statements and investigate discrepancies
• Respond to vendor inquiries regarding payment status

Reconciliations & Reporting

• Assist with month-end close activities related to AP
• Prepare AP aging, cash requirement forecasts, and vendor spend reports
• Maintain organized digital records to support General Contractor reviews

Qualifications


Required

• 2+ years of Accounts Payable experience
• Hands-on experience using QuickBooks Online
• Experience managing the full procure-to-pay cycle
• Strong understanding of invoice matching, accruals, and AP controls
• Proficiency in Microsoft Excel (basic to intermediate)

Preferred

• Experience in commercial construction industry (structural steel a plus)
• Familiarity with using QBO project functionality
• Experience with ACH payments and payment platforms

Key Skills & Competencies

• High attention to detail and data accuracy
• Strong documentation and record-keeping discipline
• Ability to work with cross-functional teams (clinical, operations, billing)
• Professional communication with vendors and internal stakeholders
• Ability to meet deadlines in a high-paced work environment