Accounts Payable Specialist
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Job Description
Accounts Payable Specialist managing invoices, payments, vendor records, and project accounting for Smart Tech Contracting’s data-center controls business. Remote across the United States with up to 5% travel.
Responsibilities:
- Review, code, and process vendor and subcontractor invoices in Deltek
- Match invoices to purchase orders, contracts, receiving documentation, and supporting records
- Verify general ledger accounts, project numbers, phases, tasks, cost codes, and departments
- Route invoices through approval workflows and follow up on outstanding approvals
- Process employee expense reports and verify policy and documentation compliance
- Prepare weekly payment runs, including ACH, checks, wires, and other electronic payments
- Review vendor statements, respond to inquiries, and resolve invoice and payment discrepancies
- Maintain accurate vendor records, including W-9 forms, payment information, and insurance documentation
- Support new-vendor setup and independently verify vendor banking-information change requests
- Monitor accounts payable aging and identify past-due invoices, credits, duplicate payments, and unusual items
- Provide accurate information about upcoming payment obligations for cash-flow planning
- Prepare accounts payable accruals and support monthly accounting close
- Reconcile accounts payable subledger activity to the general ledger
- Assist with year-end Form 1099 preparation and reporting
- Provide documentation and support for financial audits, project audits, and compliance reviews
- Collaborate with project managers, accounting, procurement, and operations teams
- Identify and help implement improvements to accounts payable procedures, workflows, and internal controls
- Complete assigned tasks and deliverables on time and on budget
- Perform other accounting and administrative responsibilities assigned by the Controller
- Report directly to the Controller
Requirements:
- Hands-on experience with Deltek Vantagepoint or Deltek Vision accounting software is required
- At least three years of accounts payable or related accounting experience
- Working knowledge of general ledger coding, project accounting, and month-end close procedures
- Experience processing a high volume of invoices while maintaining accuracy and meeting deadlines
- Proficiency with Microsoft Excel, Outlook, and other Microsoft 365 applications
- Strong attention to detail, organization, problem-solving, and follow-through
- Strong written and verbal communication skills
- Ability to handle confidential financial and vendor information professionally
- Ability to work independently while collaborating effectively with employees, project managers, and vendors
- Associate or bachelor's degree in accounting, finance, business administration, or a related field
- Accounts payable experience in engineering, construction, data centers, systems integration, government contracting, or another project-based organization
- Experience with purchase orders, subcontractor invoices, project cost coding, reimbursable expenses, and approval workflows
- Familiarity with Form 1099 reporting and vendor compliance requirements
- Experience supporting multiple projects, departments, or legal entities
- Must be located near a major US airport
- Valid REAL ID or acceptable alternative, such as a passport, is required for business travel effective May 7, 2025
Benefits:
- Choice of comprehensive medical plans, including two PPO-style plans and an HDHP with HSA option
- Dental and vision plans
- Medical, dental, and vision benefits extended to spouse/domestic partner and dependent children up to age 26
- 401(k) with company match and self-directed brokerage account option
- PTO, including additional paid time off during the last week of the year
- Company-paid life insurance coverage for employees and eligible dependents
- Short- and long-term disability coverage
- AD&D coverage
- Professional development opportunities
- Tuition reimbursement
- Professional licensing assistance
- Paid parental leave after one year of employment
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