Accounts Payable Specialist – Subcontractor Management

Title: Accounts Payable Specialist – Subcontractor Management
Company: Night Owl Companies, LLC

Position Summary

The Accounts Payable (AP) Specialist – Subcontractor Management is responsible for managing all subcontractor-related accounts payable processes. This includes ensuring subcontractor invoices are accurately entered and coded in JobTread, verifying compliance with contracts and Purchase Orders (POs), tracking insurance, and supporting timely, accurate payments.

This role plays a critical part in protecting the company’s financial integrity and subcontractor relationships by maintaining compliance, resolving discrepancies, and ensuring payments are processed according to contract terms.

Key Responsibilities

Accounts Payable – Subcontractor Focus

• Enter all subcontractor invoices into JobTread, ensuring accurate job numbers, cost codes, invoice dates, and amounts.
• Match invoices against subcontract agreements and Purchase Orders (POs) to verify accuracy before processing.
• Ensure all subcontractor transactions in JobTread are synced correctly with QuickBooks Online (QBO).
• Prepare and review subcontractor payables for weekly payment processing.
• Communicate with subcontractors regarding invoice questions, discrepancies, or payment status.
• Assist with lien waiver collection and ensure compliance prior to releasing payments.

Subcontractor Onboarding & Compliance (Back Up)

• Set up new subcontractors in JobTread and QBO, ensuring all required onboarding documents are collected and filed, including:
• Subcontract agreements.
• W-9 forms.
• Certificates of insurance.
• Track and manage subcontractor insurance:
• Verify compliance with company insurance requirements.
• Monitor expiration dates.
• Request renewals prior to expiration.
• Ensure subcontractor compliance with licensing and contractual requirements.
• Maintain accurate, up-to-date subcontractor records for audits and reporting.

Systems & Reporting

• Use JobTread as the primary system for subcontractor invoice entry, compliance tracking, and AP reporting.
• Ensure synchronization between JobTread and QBO for subcontractor-related transactions.
• Generate weekly AP aging reports for subcontractor accounts and submit to Controller for review.
• Maintain subcontractor reports (e.g., insurance compliance, outstanding approvals, pending payments) for management visibility.
• Create JobTread views/filters to help Project Managers and AP staff track subcontractor invoice status.

Compliance & Audit Support

• Collect, verify, and store lien waivers from subcontractors prior to payment release.
• Ensure all subcontractor records (contracts, insurance, approvals) meet company compliance standards.
• Support internal and external audits by providing subcontractor billing and compliance records.
• Escalate issues with missing POs, insurance lapses, or delayed approvals to Project Managers, Territory Managers, or leadership as required.

Skills & Qualifications

• Proven experience in Accounts Payable, preferably in construction or subcontractor-heavy industries.
• Knowledge of subcontractor agreements, lien waivers, and insurance compliance requirements.
• Experience with JobTread and QuickBooks Online (QBO) strongly preferred (or ability to learn quickly).
• High attention to detail and accuracy in invoice entry, coding, and compliance checks.
• Strong organizational skills to manage subcontractor records and deadlines.
• Excellent communication skills for working with subcontractors, Project Managers, and internal teams.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook).
• Problem-solving ability to research and resolve discrepancies quickly.

Reporting Structure

• Reports To: Controller
• Works Closely With: Accounts Payable team, Project Managers, Territory Managers, Director of Production, and subcontractor partners.

Performance Metrics

• Accuracy and timeliness of subcontractor invoice entry into JobTread.
• Compliance of subcontractor onboarding and insurance records.
• On-time collection of lien waivers.
• Timely reconciliation of subcontractor accounts and resolution of discrepancies.
• Effectiveness in maintaining synchronization between JobTread and QBO.

Value to the Company

The Accounts Payable Specialist – Subcontractor Management ensures subcontractor invoices are processed accurately, payments are compliant with contract terms, and all insurance and lien waiver requirements are met. By maintaining strict compliance and accurate records, this role safeguards the company from financial and legal risks while supporting strong subcontractor relationships and efficient project delivery.