Accounts Payable Specialist

Frederick Fox LLC; Delray Beach (FL); On-site; USD 48,000 - 64,000; Full time

Benefits offered by this job

Health

Dental

Vision

Paid Time Off

401K

Matching and more

Job summary

Frederick Fox LLC is seeking an Accounts Payable Specialist to manage invoices, approvals, and payments for construction projects in Florida. You will coordinate with project managers and vendors to ensure accurate coding and timely processing.

The role requires 3+ years of AP experience in construction, strong Excel and Sage skills, and meticulous attention to detail to support month-end closes and audits.

Qualifications

• 3+ years of accounts payable experience in construction.
• Experience handling full AP cycle from receipt to payment.
• Familiarity with construction accounting, job costing, POs, and cost codes.
• Strong Excel skills and vendor statement reconciliations.
• Excellent written and verbal communication; detail oriented.

Responsibilities

• Manage the complete accounts payable process—receiving, coding, entering, and processing invoices.
• Obtain invoice approvals and resolve discrepancies or missing documentation.
• Process vendor payments via checks, ACH, wire, or other methods.
• Maintain vendor records and respond to inquiries on invoice status and timing.
• Reconcile vendor statements and resolve outstanding balances.
• Coordinate with project managers on job costs, POs, and approvals.
• Assist with month-end close and AP accruals as required.
• Collect W-9s, insurance certificates, and other compliance docs.
• Monitor subcontractor payment requirements and lien waivers as applicable.
• Provide supporting documents for audits and ensure proper filing.

Skills

Accounts payable

Construction industry

Vendor communication

Attention to detail

Time management

Problem solving

Organization

High volume invoicing

Tools

Sage software

Job description

With 40 years of experience serving Florida, this company is an established commercial and residential construction company committed to quality workmanship, dependable service, and lasting relationships with customers, employees, and business partners.

Position Summary

The Accounts Payable Specialist is responsible for managing accounts payable from invoice receipt through payment processing and reconciliation. This position works closely with project managers, field personnel, purchasing, vendors, and the rest of the accounting team to ensure expenses are properly coded, approved, documented, and allocated to the correct projects and cost codes.

Key Responsibilities

• Manage the complete accounts payable process, including receiving, reviewing, coding, entering, and processing vendor and subcontractor invoices.
• Obtain and track required invoice approvals in accordance with company policies.
• Identify and resolve invoice discrepancies, duplicate invoices, pricing differences, and missing documentation.
• Prepare and process vendor payments through checks, ACH, wire transfers, or other approved payment methods.
• Maintain accurate vendor records and ensure invoices are properly documented and filed.
• Respond to vendor inquiries regarding invoice status, payment timing, and account discrepancies.
• Reconcile vendor statements and resolve outstanding balances in a timely manner.
• Work with project managers and operations personnel to confirm job allocations, purchase orders, and invoice approvals.
• Assist with tracking project costs and ensuring expenses are recorded in the correct accounting period.
• Process subcontractor invoices and verify required supporting documentation is received before payment.
• Collect, review, and maintain applicable vendor and subcontractor documentation, including W-9 forms, insurance certificates, and other required compliance records.
• Assist with monitoring subcontractor payment requirements, lien waivers, and releases, as applicable to company procedures and Florida requirements.
• Assist with month-end closing activities, including identifying outstanding invoices and recording accounts payable accruals when required.
• Review open invoices, aged payables, vendor credits, and outstanding purchase orders.
• Provide supporting documentation and schedules for internal and external audits.
• Maintain organized records to support financial reporting and compliance requirements.

Qualifications & Experience

• 3+ years of accounts payable experience in construction with a strong preference for paving, asphalt, road construction or related field.
• Demonstrated experience managing the full accounts payable cycle from invoice receipt through payment and reconciliation.
• Familiarity with construction accounting, job costing, purchase orders, cost codes, and subcontractor invoicing.
• Working knowledge of general ledger coding, vendor statement reconciliations, and month-end close procedures.
• Proficiency in Microsoft Excel, and experience with Sage software.
• Strong organizational skills and the ability to manage a high volume of invoices and competing deadlines.
• Excellent written and verbal communication skills.
• Strong problem-solving skills and the ability to research and resolve discrepancies independently.
• High level of accuracy, integrity, accountability, and attention to detail.

Company Benefits:

• Health
• Dental
• Vision
• Paid Time Off
• 401K
• matching and more!