Accounts Payable Specialist

Charles-Pankow-Builders; Pasadena (CA); On-site; USD 75,000 - 110,000; Full time

Job summary

Charles-Pankow-Builders in Pasadena, CA seeks an Accounts Payable Specialist to execute complex full-cycle AP operations for construction projects. You will review invoices, manage subcontractor payments, and ensure compliance and internal controls across entities.

This role collaborates with operations, project teams, and vendors, maintaining vendor master data, administering corporate cards, and supporting year-end close, 1099 filings, and tax payments.

Qualifications

• Minimum 5+ years of progressive Accounts Payable or General Accounting experience.
• Experience with construction-specific ERP systems and subcontractor payment compliance.
• Strong knowledge of lien waivers and tax reporting is preferred.

Responsibilities

• Review and approve invoices and payment transactions.
• Manage multi-entity AP processing and reconciliations.
• Maintain vendor master data and onboarding processes.
• Administer P-Card and V-Card programs; monthly reconciliations.
• Assist period close, 1099 filings, and scheduled tax payments.
• Coordinate CCIP closeout activities and insurance deductions.

Skills

Analytical skills

Organizational skills

Interpersonal communication

Attention to detail

Problem-solving

Education

Bachelor’s degree in Accounting, Finance, or Business Administration

Tools

CMiC ERP

Textura

Microsoft Excel

Job description

The Accounts Payable Specialist is responsible for executing complex full-cycle construction accounts payable operations, subcontractor payment and compliance workflows, corporate purchase card and virtual card administration, vendor master data integrity, and period-end close activities. Reporting directly to the Accounts Payable Manager, this role serves as a key operational resource between transactional AP processing and department management. The AP Specialist collaborates cross-functionally with operations, project teams, vendors, and subcontractors to ensure payment accuracy, timely processing, and effective internal controls.

JOB SCOPE & ESSENTIAL FUNCTIONS

Primary Accountabilities

• Multi-Entity AP Processing & Accounting:
  • Support accounts payable processing.
    • Review and approve invoices and payment transactions.
    • Process miscellaneous payment requests.
    • Monitor and follow up on AP aging and compliance issues.
    • Process payment adjustments and exceptions.
• Vendor Master Data Integrity & Verification:
  • Manage vendor onboarding and vendor master file maintenance in accordance with established internal controls and segregation of duties.
  • Review corporate credit applications for accuracy, completeness, and required approvals.
• Corporate Credit Card (P-Card) & Virtual Card (V-Card) Administration:
  • Card issuance and account maintenance.
    • Manage P-Card and V-Card reporting and compliance.
    • Handle transaction disputes.
    • Perform monthly reconciliations.
• Regulatory, Tax, Audit & Close Operations:
  • Assist AP Manager with period close processes, annual 1099 filings, and scheduled tax payments.
  • Support statutory Unclaimed Property (UP) compliance and reporting.
  • Respond promptly to internal and external audit requests.
  • Assign and prioritize incoming service request tickets related to AP.
• Subcontractor Payment & Compliance Administration:
  • Manage subcontractor payment process and resolve payment and compliance-related issues.
  • Review and authorize subcontractor disbursements in accordance with established payment schedules, compliance requirements, and approval controls.
• Contractor Controlled Insurance Program (CCIP) Administration:
  • Validate and process deductions for insurance costs.
  • Coordinate CCIP closeout activities, including calculation, reconciliation, and processing of final insurance deductions.

Secondary Accountabilities

• Provide backup support for AP and accounting functions, including payment processing and general AP administrative duties during absences and peak processing periods.

Education/Training

• Bachelor’s degree in Accounting, Finance, Business Administration, or equivalent related professional experience is typical.

Knowledge/Skills/Abilities

• Experience with construction-specific ERP systems such as CMiC strongly preferred.
• Experience with subcontractor payment and compliance platforms such as Textura strongly preferred.
• Intermediate to advanced Microsoft Excel skills (pivot tables, VLOOKUP/XLOOKUP functions, data analysis, and ad-hoc financial reporting).
• Strong working knowledge of construction-specific payment and compliance requirements, including conditional and unconditional lien waivers.
• Strong analytical, problem-solving, planning, and organizational skills to prioritize multi-entity deadlines and resolve complex integration exceptions.
• Excellent interpersonal and customer service skills to interface professionally with project teams, corporate leadership, subcontractors, and banking partners.

Work Experience

• Minimum 5+ years of progressive Accounts Payable or General Accounting experience is typical.
• Prior experience in the Construction, General Contracting, Subcontracting, or Real Estate Development industry is strongly preferred.
• Experience with complex AP functions, including multi-entity accounting, reconciliations, tax reporting, and regulatory compliance preferred.