Accounts Payable Specialist

The Miller Group; Virginia Beach (VA); On-site; USD 34,000 - 39,000; Full time

Benefits offered by this job

Medical Insurance (3 plans to choose)

Vision Insurance

Supplemental voluntary life insurance

Company paid Short Term Disability

Long-Term Disability insurance

Flexible Spending Account

Health Savings Account

Paid time off

Tuition Reimbursement

Employee Assistance Program

Job summary

The Miller Group is seeking an Accounts Payable Specialist in Virginia Beach to manage accurate, timely vendor financial transactions across assigned entities. You will oversee invoice processing, coding, approvals, and weekly check runs, with an emphasis on internal controls and vendor communications.

Responsibilities include maintaining vendor data, coordinating with project teams on timing and coding, and supporting process improvements within a construction-focused AP function.

Qualifications

• Minimum 2–3 years Accounts Payable experience, preferably in construction.
• Experience with construction job costing and assigning costs to projects.
• Knowledge of subcontractor billing, retainage, lien waivers, and progress payments.
• Experience with high-volume AP processing while meeting deadlines.
• Proficiency in Excel and familiarity with ERP/ construction accounting software.

Responsibilities

• Review invoices for accuracy, coding, and required approvals.
• Enter invoices timely and in line with internal controls.
• Identify and resolve discrepancies before processing invoices.
• Prepare and execute weekly AP payments per approval matrix.
• Maintain vendor master data and collect required documentation (COIs, W-9s, licenses).
• Respond to vendor inquiries promptly and professionally.
• Own day-to-day AP operations for assigned entities and manage AP inboxes.
• Coordinate with project teams on coding, approvals, and payment timing.
• Identify process inefficiencies and support improvements.

Skills

Attention to detail

Strong organizational skills

Communication & problem-solving

Collaboration with teams

Confidential financial information

Tools

Microsoft Excel

ERP systems

Procore

Viewpoint

Sage

Job description

• Location 160 Newtown Road,Suite 500,Virginia Beach, VA, 23462,United States
• Base Pay $25.00 - $28.00 / Hour

Description

The Accounts Payable Specialist is responsible for the accurate, timely, and controlled processing of all vendor-related financial transactions. This role ensures consistency in accounts payable operations, supports cash flow management, and maintains compliance with company policies across assigned entities.

Core Responsibilities

Review invoices for accuracy, proper coding, and required approvals

Ensure all invoices are entered timely and in accordance with internal controls

Identify and resolve discrepancies prior to processing

Payment Execution

• Prepare and execute weekly check runs in alignment with the approval matrix
• Ensure all payments are processed accurately and on schedule
• Maintain visibility into outstanding payables and elevate issues as needed

Maintain accurate vendor master data, including routine audits of changes

Ensure required documentation is collected and tracked (COIs, W-9s, lien releases, licenses)

Respond to vendor inquiries and resolve issues in a timely and professional manner

Process Ownership

• Own day-to-day AP operations for assigned companies or divisions
• Monitor AP inboxes and manage incoming requests efficiently
• Ensure consistency and adherence to standardized BSS processes

Cross-Functional Coordination

• Partner with project teams, accounting, and leadership to ensure proper coding, approvals, and timing of payments
• Communicate proactively regarding delays, discrepancies, or missing information

Process Improvement

• Identify inefficiencies or breakdowns in current workflows
• Recommend and support implementation of process improvements

Performance Expectations

• Accuracy: Minimal errors in invoice entry, coding, and payments
• Timeliness: Invoices processed and paid within established timelines
• Organization: Clear tracking of invoices, approvals, and documentation
• Communication: Proactive follow-up with internal teams and vendors
• Ownership: Takes responsibility for assigned entities without constant oversight
• Consistency: Adheres to standardized processes across all entities

Requirements

Minimum of 2–3 years of accounts payable experience, preferably within the construction, heavy civil, or general contracting industry.

Experience with construction job costing, including accurately allocating expenses to specific projects, cost codes, and cost categories.

Strong understanding of construction accounting practices, including project budgets, subcontractor invoices, purchase orders, and equipment-related expenses.

Experience processing high volumes of invoices while maintaining accuracy and meeting established deadlines.

Ability to review, verify, and reconcile vendor invoices, purchase orders, receipts, and supporting documentation.

Experience identifying and resolving invoice discrepancies, duplicate charges, incorrect cost codes, and billing errors.

Knowledge of subcontractor billing, progress payments, retainage, and lien waivers.

Proficiency in Microsoft Excel, including sorting, filtering, formulas, and reconciliation of financial data.

Experience with accounting software or ERP systems; familiarity with construction accounting platforms is strongly preferred.

Strong organizational skills, attention to detail, and ability to manage multiple priorities in a fast-paced environment.

Excellent communication and problem-solving skills with the ability to work collaboratively with project managers, field supervisors, vendors, and accounting personnel.

Ability to maintain confidentiality and handle sensitive financial information.

Preferred Qualifications:

Experience working for a heavy civil construction company or general contractor.

Familiarity with construction cost codes, equipment charges, hauling tickets, and material invoices.

Experience processing invoices across multiple companies, divisions, or projects.

Working knowledge of general ledger accounts, expense allocations, and month-end closing procedures.

Experience with three-way matching of purchase orders, invoices, and receiving documentation.

Familiarity with construction management software such as Procore, Viewpoint, Sage, or similar systems.

Key Job Costing Responsibilities

Accurately code and allocate vendor invoices to the appropriate construction projects, cost codes, and general ledger accounts.

Review material, equipment, subcontractor, and hauling invoices to ensure expenses are assigned to the correct jobs.

Collaborate with project managers and field personnel to verify charges, resolve discrepancies, and ensure accurate project cost reporting.

Monitor invoice coding for consistency and accuracy, particularly when multiple types of expenses are associated with the same project.

Ensure all invoice revisions, corrections, and supporting documentation are accurately recorded and communicated to the accounting team.

Assist with month-end reconciliations and ensure project expenses are recorded in the appropriate accounting periods.

Maintain organized and accurate accounts payable records to support audits, financial reporting, and project cost analysis.

Summary

• Competitive salary and benefits package.
• Opportunities for professional development and career advancement.
• A collaborative and supportive work environment.
• Medical Insurance (3 plans to choose from)
• Vision Insurance
• Supplemental voluntary life insurance (self, spouse, child and AD&D)
• Company paid Short Term Disability and Long-Term Disability insurance
• Flexible Spending Account
• Health Savings Account
• Paid time off
• Tuition Reimbursement
• Employee Assistance Program

We are an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, veteran status, or any other legally protected status.