Accounts Payable Specialist

Arbmechanical; San Francisco (CA); On-site; USD 70,000 - 80,000; Full time

Job summary

AR&B Mechanical Contractor in San Francisco seeks an experienced Accounts Payable Specialist to support daily financial operations, processing invoices and payments, coding costs, and ensuring proper documentation.

You will work with project managers, vendors, and internal teams, resolve discrepancies, maintain vendor records, and assist with payroll and year-end tasks; this is an in-person role at our Dogpatch office, 2833 3rd Street.

Qualifications

• 3+ years of accounts payable experience.
• Strong attention to detail and accuracy.
• Proficient in Excel and Outlook.
• Experience handling vendor inquiries and approvals.
• Ability to manage high transaction volume.

Responsibilities

• Process day-to-day accounts payable from invoice receipt to payment.
• Verify invoices for accuracy and proper approvals.
• Match invoices to POs and receipts.
• Maintain vendor records and W-9 information.
• Support payroll and month-end AP tasks.
• Communicate with vendors on payment status.
• Assist with annual 1099 preparation.

Skills

Accounts Payable

Attention to Detail

Communication Skills

Time Management

Discrepancy Resolution

Vendor Relationships

Excel

Outlook

Accounting Software

Foundation Software

Tools

Foundation Software

Job description

AR&B is seeking an experienced Accounts Payable Specialist to support the day-to-day financial operations of our growing mechanical construction business.

This role is responsible for the accurate and timely processing of vendor invoices and payments while helping ensure costs are properly documented, approved, coded, and recorded. The right candidate will be organized, dependable, comfortable working with a high volume of transactions, and able to communicate professionally with both vendors and employees.

The position is well suited for someone who enjoys owning their responsibilities, solving discrepancies, and becoming a trusted resource within a finance and operations team

Key Responsibilities

Manage day-to-day accounts payable processing from invoice receipt through payment.

Review invoices for accuracy, appropriate approvals, supporting documentation, and proper accounting and job-cost coding.

Match invoices to purchase orders, commitments, receipts, or other supporting documentation as applicable.

Enter and maintain accurate invoice and vendor information within the company's accounting system.

Prepare and support regularly scheduled vendor payment runs—including checks and electronic payments.

Reconcile vendor statements and proactively research missing invoices, duplicate charges, credits, and other discrepancies.

Communicate directly with vendors regarding invoices, payment status, account discrepancies, and other AP-related questions.

Maintain accurate vendor records and required documentation, including W-9 information.

Work with project managers, service, purchasing, operations, and accounting personnel to obtain approvals and resolve invoice or coding questions.

Coordinate requests for and maintain Certificates of Insurance (COIs), working with vendors, subcontractors, and internal teams to ensure required insurance documentation is current and complete.

Order and maintain office supplies, monitor routine inventory needs, and coordinate purchases to support the day-to-day operation of the San Francisco office.

Process union fringe benefit hours and related payments, ensuring hours are accurately reported, and payments are submitted in accordance with applicable union requirements and deadlines.

Prepare and process preliminary notices for applicable projects, ensuring required project information is accurate, and notices are completed and distributed within established timelines.

Support payroll processing, including reviewing time and payroll information for accuracy, resolving discrepancies, and assisting with the timely and accurate completion of payroll.

Assist the finance team with month-end accounts payable cutoff, reporting, reconciliations, and accrual support.

Assist with annual 1099 preparation and requests related to audits or financial reviews.

Maintain organized electronic records and documentation consistent with AR&B's internal accounting controls.

Identify opportunities to make AP processes more efficient, accurate, and consistent.

Provide additional accounting and administrative support to the finance team as needed.

Qualifications

3+ years of accounts payable or closely related accounting experience.

Strong attention to detail and a high level of accuracy.

Strong written and verbal communication skills.

Ability to organize and prioritize a significant volume of transactions and competing deadlines.

Ability to research discrepancies and follow an issue through to resolution.

Experience independently processing invoices and managing routine vendor relationships.

Comfortable working directly with employees at different levels of an organization as well as outside vendors.

Reliable, professional, and comfortable taking ownership of assigned responsibilities.

Working knowledge of Microsoft Excel, Outlook, and standard business applications.

Experience with accounting or Foundation software

Call to Action

This is an exceptional opportunity to play a critical role within a growing construction organization that values discipline, accountability, and long-term employee relationships. If you thrive in a fast-paced operational environment, we want to hear from you.

Company Culture

As a family-owned company for over a century, we have built a culture centered around loyalty, accountability, craftsmanship, and long-term commitment to both our employees and customers. We believe great people build strong companies, and we are committed to creating an environment where employees can build stable, meaningful careers with us.

This position is based at AR&B Mechanical's San Francisco headquarters at 2833 3rd Street in the Dogpatch.

The regular schedule is Monday through Friday, 7:30-8:00 a.m. to 4:30 p.m. This is an in-person position and is not structured as a remote or hybrid role. Regular and reliable attendance is an important part of the position.

AR&B Mechanical Contractor is an equal opportunity employer committed to maintaining a workplace free from unlawful discrimination, harassment, and retaliation. Employment decisions are made without regard to any characteristic protected by applicable federal, state, or local law.

AR&B provides reasonable accommodations to qualified applicants with disabilities and for applicants' sincerely held religious beliefs or practices, unless doing so would impose an undue hardship.

Salary Range

We will consider a wide range of experience and qualifications for this role, and compensation will vary based on experience and demonstrated capability. The starting range for an AP Specialist is $70,000-80,000.