Accounts Payable Specialist

Pro Services Inc; Wisconsin; On-site; USD 42,000 - 65,000; Full time

Job summary

Pro Services, Inc. is seeking an AP Specialist to support Projects, Maintenance, and Workforce Solutions divisions. The role focuses on timely processing of accounts payable, maintaining vendor records, and executing weekly check runs to ensure timely payments.

The ideal candidate has 2+ years of full-cycle AR/AP experience, strong Excel skills, and meticulous attention to detail. This position is based in our Portage, MI office and requires on-site work.

Qualifications

• High school diploma or GED.
• 2+ years of full-cycle AR and/or AP experience.
• Strong Excel skills, including lookups, pivot tables, and reconciliations.
• High attention to detail and accuracy.
• Ability to manage deadlines across many active jobs and customers.
• Clear, professional communication with field staff, customers, and vendors.
• Associate's degree in Accounting, Business, or a related field.
• Experience with Sage/Sage Intacct.
• Experience with customer billing portals.

Responsibilities

• Process supplier and subcontractor invoices, including three-way matching against purchase orders and receiving or field tickets.
• Code and process accounts payable invoices daily, ensuring accuracy of coding, approvals, and supporting documentation.
• Maintain vendor and subcontractor files, including POs, W-9s, and Certificates of Insurance (COIs), on a daily basis.
• Maintain the Open PO (Commitments) Log on a weekly basis.
• Prepare and process weekly AP check runs.
• Code and post weekly expense reports.
• Process weekly child support payments and levies as required.
• Process weekly postings for OOS & Equipment, Trucking, and Vending.
• Load and post per diem cards as necessary, and administer per diem/expense reimbursements.
• Handle vendor setup and credit applications as necessary.
• Reconcile vendor statements on a monthly basis.
• Enter fringes and process manual checks on a monthly basis.
• Review vendor invoices for correct sales and use tax treatment, and process use tax accruals as needed.
• Respond to vendor and internal inquiries regarding invoice and payment status in a timely manner.
• Support month-end close activities related to accounts payable as directed by the AR/AP Manager.

Skills

Excel

Attention to detail

Deadline management

Communication

Education

High school diploma or GED

Associate's degree in Accounting or related field

Tools

Sage Intacct

Job description

The AP Specialist is responsible for the timely and accurate processing of accounts payable transactions in support of Pro Services' Projects, Maintenance, and Workforce Solutions divisions. This role maintains vendor records, processes invoices and expense reimbursements, executes weekly check runs, and keeps the purchase order commitment log current. The AP Specialist reports to the AR/AP Manager and works closely with the broader accounting team to ensure vendors and employees are paid accurately and on schedule.

Essential Duties & Responsibilities

• Process supplier and subcontractor invoices, including three-way matching against purchase orders and receiving or field tickets.
• Code and process accounts payable invoices daily, ensuring accuracy of coding, approvals, and supporting documentation.
• Maintain vendor and subcontractor files, including POs, W-9s, and Certificates of Insurance (COIs), on a daily basis.
• Maintain the Open PO (Commitments) Log on a weekly basis.
• Prepare and process weekly AP check runs.
• Code and post weekly expense reports.
• Process weekly child support payments and levies as required.
• Process weekly postings for OOS & Equipment, Trucking, and Vending.
• Load and post per diem cards as necessary, and administer per diem/expense reimbursements.
• Handle vendor setup and credit applications as necessary.
• Reconcile vendor statements on a monthly basis.
• Enter fringes and process manual checks on a monthly basis.
• Review vendor invoices for correct sales and use tax treatment, and process use tax accruals as needed.
• Respond to vendor and internal inquiries regarding invoice and payment status in a timely manner.
• Support month-end close activities related to accounts payable as directed by the AR/AP Manager.

Qualifications

Required

• High school diploma or GED.
• 2+ years of full-cycle AR and/or AP experience.
• Strong Excel skills, including lookups, pivot tables, and reconciliations.
• High attention to detail and accuracy.
• Ability to manage deadlines across many active jobs and customers.
• Clear, professional communication with field staff, customers, and vendors.

Preferred

• Associate's degree in Accounting, Business, or a related field.
• Skilled trades, construction, or industrial services accounting experience, including job costing, progress billing, retainage, and lien waivers.
• Experience with accounting or ERP software such as Sage/Sage Intacct.
• Experience with customer billing portals.

Key Competencies

• Accuracy: Catches coding and billing errors before they cost money.
• Follow-through: Chases approvals, waivers, and collections without being reminded.
• Field-office partnership: Works well with technicians, foremen, and PMs.
• Confidentiality: Handles financial, customer, and vendor information with discretion.

Physical Requirements & Work Environment

• Office environment in Portage, MI. Prolonged sitting and computer use.
• Occasional lifting of up to 25 lbs.
• Occasional visits to job sites or the shop may be required. PPE is provided.

EQUAL OPPORTUNITY EMPLOYER

Pro Services, Inc. is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, height, weight, marital status, familial status, disability, protected veteran status, or any other characteristic protected by federal, state, or local law.