Accounts Payable

Company: Kaiser Whitney Staffing
Location: New Britain
Posted on: February 3, 2025

Job Description:

This job is fully onsite in the New Britain Area!

Experience, qualification, and soft skills, have you got everything required to succeed in this opportunity Find out below.

Our client is a reputable and well established Construction company with over 90 years in business. They are currently seeking a detail-oriented and dedicated Accounts Payable specialist that has AIA billing experience to join their team. If you thrive in a fast-paced environment and have experience in Accounts Payable and Construction, we want to hear from you!

Qualifications:
At least 3 years of current/relevant experience in Accounts Payable
Strong knowledge of AIA Billing
Ability to work effectively in a fast-paced environment
Detail-oriented and highly organized
Proficient in Sage 300, Timberscan, and GCPay. Procore experience is a plus.
Key Responsibilities:

Invoice Management & Verification
Review and verify vendor invoices, ensuring accuracy in amounts, descriptions, and terms.
Cross-check invoices with contract terms, including AIA billing documentation (e.g., G702 and G703 forms) to confirm that charges are in line with contract milestones and work completed.
Ensure all AIA documents, such as applications for payment and lien waivers, are submitted in a timely and correct format.

AIA Billing Compliance

Process AIA billing forms (e.g., G702, G703) to ensure progress payments are accurate and aligned with work completed on construction projects.
Confirm that subcontractor payment requests are accurate and adhere to the terms outlined in the AIA contract documents.
Ensure that retention amounts and progress billing calculations are correct and comply with contract agreements.


Payment Processing
Process payments to vendors, subcontractors, and suppliers in a timely manner.
Ensure that payments align with the payment schedule outlined in contracts, including managing retention payments and final payments upon project completion.
Coordinate with project managers and accountants to verify that all supporting documentation for payments (e.g., invoices, lien waivers, certificates of insurance) is received and correct.

Document and Record Maintenance

Maintain accurate and organized records of all accounts payable transactions, including invoices, payments, and relevant backup documentation.
Ensure that all records comply with audit standards and can be easily retrieved when necessary.
File and organize AIA billing documents (G702, G703 forms) and other related contract documents for future reference and project tracking.


Communication with Subcontractors and Vendors

Serve as a liaison between the accounts payable department and subcontractors or vendors, answering payment-related inquiries and resolving discrepancies.
Ensure that all required documents, such as lien waivers and certificates of completion, are obtained and processed before payments are made.


Reconciliation and Reporting

Reconcile accounts payable ledger with the general ledger to ensure consistency and accuracy in financial reporting.
Prepare monthly AP reports, tracking payments, aging reports, and outstanding invoices.
Assist in the preparation of financial statements and provide input related to accounts payable for budgeting purposes.


Project Cost Tracking

Work closely with project managers and estimators to track job costs and compare them against the project budget.
Ensure accurate coding of accounts payable transactions to the appropriate project codes or cost centers.


Compliance and Internal Controls

Ensure compliance with company policies, AIA contract terms, and accounting standards (e.g., GAAP) in all accounts payable transactions.
Assist with audits by providing necessary documentation and responding to questions related to accounts payable and AIA billing processes.


Workflow Improvement

Recommend improvements to accounts payable processes to streamline payment cycles and reduce bottlenecks, especially around AIA billing and progress payments.


General Administrative Support
Provide general administrative support to the accounting department, including assisting with month-end closing procedures and maintaining financial documentation.

Keywords: Kaiser Whitney Staffing, Mount Vernon , Accounts Payable, Accounting, Auditing , New Britain, New York