Senior Accounts Payable Specialist

Vanguard Maintenance and Electrical, Inc.; City of White Plains (NY); On-site; USD 85,000 - 110,000; Full time

Benefits offered by this job

Discretionary bonus

Full benefits package

Career growth

Job summary

Vanguard Maintenance and Electrical, Inc. seeks an experienced Senior Accounts Payable Specialist to own full-cycle AP in a high-volume construction environment. You will work primarily in Sage Intacct and Sage Construction Management to code invoices, perform three‑way matching, and ensure timely payments.

The role emphasizes compliance, cost control, and process improvement. You will manage subcontractor payments, lien waivers, and COIs while collaborating with project managers and field teams

Qualifications

• 5+ years of accounts payable experience in construction or project-based environments.
• Experience with Sage Intacct and construction ERP systems is required.
• Strong knowledge of job-cost accounting, POs/commitments, retainage, lien waivers, COI compliance.
• Advanced Excel skills and clear cross-functional communication.
• Associate or Bachelor's degree in Accounting/Finance is a plus; hands-on experience considered.

Responsibilities

• Own full-cycle accounts payable for a high-volume, multi-branch construction operation.
• Perform three-way matching of invoices to POs, commitments, and receipts in Sage Intacct and Sage Construction Management.
• Code invoices to jobs, phases, and cost codes; work with project managers to resolve discrepancies.
• Manage subcontractor compliance before releasing payments including lien waivers and COIs.
• Oversee weekly payments and maintain vendor relationships; support month-end close activities.
• Maintain vendor master and assist with annual 1099s.
• Mentor junior AP staff and document/standardize scalable AP processes.

Skills

Accounts payable

Construction industry experience

Job-cost accounting

Advanced Excel

Clear communication

Education

Bachelor's degree in Accounting or Finance

Tools

Sage Intacct

Sage Construction Management

Sage 300 CRE

Viewpoint/Vista

Procore

Job description

About Vanguard

Vanguard is a growing electrical contracting firm specializing in low‑voltage temperature controls and Building Management Systems (BMS). Founded in New York City in 2007, we operate across the New York metro area and Texas — including Dallas–Fort Worth, Austin, and San Antonio — and deliver large‑scale data center projects. We run on Sage Intacct (ERP), Sage Construction Management, and Miter (payroll and expense management). As we scale, we are building a best‑in‑class, fully in‑house finance team, and this is a ground‑floor seat to help shape how it runs.

About Vanguard

Vanguard is a growing electrical contracting firm specializing in low‑voltage temperature controls and Building Management Systems (BMS). Founded in New York City in 2007, we operate across the New York metro area and Texas — including Dallas–Fort Worth, Austin, and San Antonio — and deliver large‑scale data center projects. We run on Sage Intacct (ERP), Sage Construction Management, and Miter (payroll and expense management). As we scale, we are building a best‑in‑class, fully in‑house finance team, and this is a ground‑floor seat to help shape how it runs.

Position Summary

We are seeking an experienced Senior Accounts Payable Specialist to own full‑cycle, job‑cost accounts payable end‑to‑end in a high‑volume construction environment. Working primarily in Sage Intacct and Sage Construction Management, you will ensure vendor and subcontractor invoices are accurately coded, properly approved, compliant, and paid on time — and you will help build the controls and processes that let our AP function scale as the company grows.

Key Responsibilities

• Own full‑cycle accounts payable end‑to‑end for a high‑volume, multi‑branch construction operation.
• Perform three‑way matching of invoices to purchase orders, subcontract commitments, and receipts within Sage Intacct and Sage Construction Management.
• Accurately code invoices to jobs, phases, and cost codes; partner with project managers to resolve discrepancies and keep job costs clean.
• Own subcontractor compliance before releasing payment — lien waivers, retainage, certificates of insurance (COIs), and W‑9s.
• Manage weekly check runs, ACH, and credit card payments; own vendor relationships and resolve inquiries promptly.
• Maintain the vendor master file and prepare/file annual 1099s.
• Own the AP side of month‑end close — accruals, open‑payables reconciliation, and account analysis.
• Apply the correct project‑specific sales‑tax exemption and resale certificates to vendor purchases; flag taxable vs. exempt spend and support use‑tax accrual.
• Serve as the AP subject‑matter expert: document, standardize, and improve AP processes so they scale without adding headcount, and mentor junior AP staff as the team grows.
• Support company credit card and expense coding and reconciliation in partnership with the Staff Accountant.

Qualifications

• 5+ years of accounts payable experience, including construction, engineering, or another project‑based, job‑cost environment.
• Sage Intacct experience required; experience with Sage Construction Management a plus. Candidates with deep experience on a comparable construction ERP (Sage 300 CRE, Viewpoint/Vista, Foundation, Procore) who can ramp quickly on Intacct will be considered.
• Strong command of job‑cost accounting, POs/commitments, retainage, and lien‑waiver and COI compliance.
• Proven ability to own a high‑volume AP function autonomously with a high degree of accuracy.
• Advanced Excel skills and clear communication across field and office teams.
• Associate's or Bachelor's degree in Accounting or Finance a plus; equivalent hands‑on experience considered.
• Exposure to union fringes and certified/prevailing‑wage work a plus.

Why Vanguard

• Join a well‑run, growing specialty contractor at an exciting inflection point for the business.
• Direct mentorship from an experienced Senior Accounting Manager, with real room to grow as the team and company expand.
• Competitive base pay, a discretionary performance bonus tied to clear goals, and a full benefits package.

Vanguard is an Equal Opportunity Employer. All qualified applicants will receive consideration without regard to race, color, religion, sex, national origin, disability, protected veteran status, or any other protected characteristic. The posted salary range reflects a good‑faith estimate; actual compensation will depend on experience, qualifications, and internal equity.