Accounts Payable Bookkeeper (Construction)

ICES: Data, Discovery, Better Health; Orlando, Northern (FL, KY); Hybrid; USD 42,000 - 62,000; Full time

Job summary

ICES: Data, Discovery, Better Health seeks a reliable Accounts Payable Bookkeeper to manage day-to-day AP for a construction-focused environment. You will process vendor invoices, PO, reconcile accounts, and coordinate with project teams to ensure timely payments.

The role requires strong QuickBooks Desktop experience, attention to detail, and ability to prioritize in a fast-paced setting. Construction industry exposure and lien waiver handling are helpful.

Qualifications

• 2–4 years of accounts payable or related bookkeeping experience.
• Proficiency with QuickBooks Desktop is required.
• Proficiency in Microsoft Excel and Microsoft Office.
• Experience with vendor and supplier account reconciliation.
• Ability to manage lien waivers and supporting documentation.
• Strong attention to detail and accuracy.
• Ability to work quickly in a high-volume environment.

Responsibilities

• Manage the day-to-day accounts payable process from invoice receipt through payment.
• Receive, review, code, and enter vendor and subcontractor invoices accurately and efficiently into QuickBooks Desktop.
• Process and maintain purchase orders and coordinate delivery with office and field personnel.
• Work closely with project managers and field personnel to quickly resolve invoice, pricing, quantity, and purchase order discrepancies.
• Prepare and process vendor and subcontractor payments according to established payment schedules and priorities.
• Reconcile supplier and vendor statements and promptly investigate missing invoices, credits, duplicate charges, and payment discrepancies.
• Communicate directly with vendors regarding invoices, statements, payment status, credits, and account discrepancies.
• Manage vendor and subcontractor lien waivers, including tracking conditional and unconditional releases and following up on outstanding documentation.
• Maintain accurate vendor records, including W-9s, payment information, and required supporting documentation.
• Monitor outstanding invoices and open purchase orders and proactively follow up with the appropriate team members.
• Respond promptly to vendor and internal requests and keep AP items moving without unnecessary delays.
• Maintain organized and accurate digital AP, purchasing, payment, and lien waiver records.
• Assist with year-end vendor reporting and 1099 preparation.
• Track subcontractor insurance certificates expiration dates and request updated ones.
• Support the Controller and management with AP reporting, purchasing information, vendor analysis, and other accounting-related responsibilities as needed.

Skills

Accounts payable

QuickBooks Desktop

Attention to detail

Time management

Communication

Bilingual English/Spanish

Tools

Microsoft Excel

Microsoft Office

Job description

We are seeking a reliable, highly organized, and detail-oriented Accounts Payable Bookkeeper to join our construction company. This position is responsible for managing the day-to-day accounts payable process, including vendor invoice processing, purchase orders, vendor payments, supplier account reconciliations, lien waiver management, and coordination with project teams.

This is a fast-paced, high-volume environment where both speed and accuracy are important. The ideal candidate works with a sense of urgency, can move quickly between priorities, and understands that invoices, purchase orders, vendor issues, and payment requests often require immediate attention. We are looking for someone who can work efficiently without sacrificing accuracy or proper documentation.

Strong QuickBooks Desktop experience is required. Construction industry experience and lien waiver management experience are preferred but not required.

Key Responsibilities

• Manage the day-to-day accounts payable process from invoice receipt through payment.
• Receive, review, code, and enter vendor and subcontractor invoices accurately and efficiently into QuickBooks Desktop.
• Process and maintain purchase orders and coordinate delivery with office and field personnel.
• Work closely with project managers and field personnel to quickly resolve invoice, pricing, quantity, and purchase order discrepancies.
• Prepare and process vendor and subcontractor payments according to established payment schedules and priorities.
• Reconcile supplier and vendor statements and promptly investigate missing invoices, credits, duplicate charges, and payment discrepancies.
• Communicate directly with vendors regarding invoices, statements, payment status, credits, and account discrepancies.
• Manage vendor and subcontractor lien waivers, including tracking conditional and unconditional releases and following up on outstanding documentation.
• Maintain accurate vendor records, including W-9s, payment information, and required supporting documentation.
• Monitor outstanding invoices and open purchase orders and proactively follow up with the appropriate team members.
• Respond promptly to vendor and internal requests and keep AP items moving without unnecessary delays.
• Maintain organized and accurate digital AP, purchasing, payment, and lien waiver records.
• Assist with year-end vendor reporting and 1099 preparation.
• Track subcontractor insurance certificates expiration dates and request updated ones.
• Support the Controller and management with AP reporting, purchasing information, vendor analysis, and other accounting-related responsibilities as needed.

Qualifications

• 2–4 years of accounts payable, bookkeeping, or related accounting experience.
• Strong QuickBooks Desktop experience is required.
• Proficiency with Microsoft Excel and Microsoft Office.
• Experience processing and reconciling vendor and supplier accounts.
• Strong attention to detail and accuracy.
• Ability to work quickly and accurately in a fast-paced, high-volume environment.
• Strong sense of urgency and ability to recognize and prioritize time-sensitive items.
• Excellent organizational and time-management skills.
• Ability to handle multiple priorities, interruptions, and changing demands throughout the day.Comfortable communicating directly with vendors, subcontractors, project managers, and field personnel.
• Experience with purchase orders and purchasing processes preferred.
• Construction industry experience preferred but not required.
• Lien waiver management experience preferred but not required.
• Intermediate proficiency in using AI tools to enhance productivity, efficiency, and overall job performance
• Bilingual English/Spanish preferred but not required.