Construction AP Bookkeeper - QuickBooks Expert

ICES: Data, Discovery, Better Health; Orlando, Northern (FL, KY); Hybrid; USD 42,000 - 62,000; Full time

Job summary

ICES: Data, Discovery, Better Health seeks a reliable Accounts Payable Bookkeeper to manage day-to-day AP for a construction-focused environment. You will process vendor invoices, PO, reconcile accounts, and coordinate with project teams to ensure timely payments.

The role requires strong QuickBooks Desktop experience, attention to detail, and ability to prioritize in a fast-paced setting. Construction industry exposure and lien waiver handling are helpful.

Qualifications

• 2–4 years of accounts payable or related bookkeeping experience.
• Proficiency with QuickBooks Desktop is required.
• Proficiency in Microsoft Excel and Microsoft Office.
• Experience with vendor and supplier account reconciliation.
• Ability to manage lien waivers and supporting documentation.
• Strong attention to detail and accuracy.
• Ability to work quickly in a high-volume environment.

Responsibilities

• Manage the day-to-day accounts payable process from invoice receipt through payment.
• Receive, review, code, and enter vendor and subcontractor invoices accurately and efficiently into QuickBooks Desktop.
• Process and maintain purchase orders and coordinate delivery with office and field personnel.
• Work closely with project managers and field personnel to quickly resolve invoice, pricing, quantity, and purchase order discrepancies.
• Prepare and process vendor and subcontractor payments according to established payment schedules and priorities.
• Reconcile supplier and vendor statements and promptly investigate missing invoices, credits, duplicate charges, and payment discrepancies.
• Communicate directly with vendors regarding invoices, statements, payment status, credits, and account discrepancies.
• Manage vendor and subcontractor lien waivers, including tracking conditional and unconditional releases and following up on outstanding documentation.
• Maintain accurate vendor records, including W-9s, payment information, and required supporting documentation.
• Monitor outstanding invoices and open purchase orders and proactively follow up with the appropriate team members.
• Respond promptly to vendor and internal requests and keep AP items moving without unnecessary delays.
• Maintain organized and accurate digital AP, purchasing, payment, and lien waiver records.
• Assist with year-end vendor reporting and 1099 preparation.
• Track subcontractor insurance certificates expiration dates and request updated ones.
• Support the Controller and management with AP reporting, purchasing information, vendor analysis, and other accounting-related responsibilities as needed.

Skills

Accounts payable

QuickBooks Desktop

Attention to detail

Time management

Communication

Bilingual English/Spanish

Tools

Microsoft Excel

Microsoft Office

Job description

ICES: Data, Discovery, Better Health seeks a reliable Accounts Payable Bookkeeper to manage day-to-day AP for a construction-focused environment. You will process vendor invoices, PO, reconcile accounts, and coordinate with project teams to ensure timely payments.

The role requires strong QuickBooks Desktop experience, attention to detail, and ability to prioritize in a fast-paced setting. Construction industry exposure and lien waiver handling are helpful.