Accounts Payable Specialist – Vendor Management

Position Summary

The Accounts Payable (AP) Specialist – Vendor Management is responsible for managing vendor accounts and ensuring that all vendor bills are accurately entered, verified, and processed in JobTread and QuickBooks Online (QBO). This role focuses on maintaining up-to-date vendor and subcontractor records, ensuring compliance with insurance and documentation requirements, and supporting the Accounts Payable process from onboarding through payment.

The AP Specialist plays a critical role in supporting the company’s financial operations by ensuring timely payments, accurate records, and strong compliance standards with vendors and subcontractors.

Key Responsibilities

Accounts Payable – Vendor Focus

• Enter all vendor bills into JobTread, ensuring accurate job numbers, cost codes, invoice dates, amounts, and vendor details.
• Verify invoices against Purchase Orders (POs) and contracts before processing.
• Review bills for completeness and compliance with company SOPs.
• Ensure all vendor transactions are properly synced between JobTread and QuickBooks Online (QBO).
• Assist with vendor reconciliations and resolve billing discrepancies in coordination with AP leadership.
• Generate and review AP aging reports to support weekly payment processing.
• Communicate with vendors regarding billing questions, discrepancies, or payment status.

Vendor Management

• Set up new vendors in JobTread and QBO, ensuring records are accurate and complete.
• Maintain current vendor files, including W-9s, payment terms, and contact details.
• Complete and submit credit applications for new vendor accounts as needed.
• Monitor and maintain vendor compliance with company and contractual requirements.

Subcontractor Management (Administrative Support)

• Set up new subcontractors, ensuring all required onboarding documents are complete and filed.
• Track and manage subcontractor insurance, including:
• Verifying insurance compliance.
• Monitoring expiration dates.
• Requesting renewals prior to expiration.
• Maintain subcontractor records in JobTread and QBO to ensure accuracy and compliance.

Systems & Reporting

• Work within JobTread as the primary system for vendor bill entry and AP processing.
• Ensure synchronization between JobTread and QuickBooks Online (QBO).
• Create and maintain JobTread views, filters, or reports to provide visibility for AP, project managers, and leadership.
• Provide weekly updates to the Controller and AP team on vendor AP status.

Compliance & Audit Support

• Ensure all vendor and subcontractor records remain in compliance with company policies and legal requirements.
• Support internal and external audits by providing complete, organized, and accurate records.
• Monitor for discrepancies (e.g., missing POs, draft POs, expired insurance) and escalate to appropriate managers for resolution.

Skills & Qualifications

• Proven experience in Accounts Payable, preferably in construction or related industries.
• Strong knowledge of vendor management and compliance requirements.
• Familiarity with JobTread and QuickBooks Online (QBO) strongly preferred (or ability to learn quickly).
• High attention to detail and accuracy in data entry and invoice review.
• Ability to organize, prioritize, and manage multiple tasks under tight deadlines.
• Excellent written and verbal communication skills for vendor and team interactions.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook).
• Strong problem-solving skills with ability to research and resolve issues independently.

Reporting Structure

• Reports To: Controller
• Works Closely With: Accounts Payable team, Accounts Receivable team, Project Managers, Territory Managers, and vendor/subcontractor partners.

Performance Metrics

• Accuracy and timeliness of vendor bill entry into JobTread.
• Compliance of vendor and subcontractor records (insurance, onboarding, credit applications).
• Timely reconciliation of vendor accounts and resolution of discrepancies.
• On-time processing of weekly vendor payments.
• Quality and accessibility of vendor/subcontractor records for audits and reporting.

Value to the Company

The Accounts Payable Specialist – Vendor Management ensures the accuracy, compliance, and efficiency of vendor-related payables. By maintaining accurate records, processing invoices in JobTread, managing insurance and credit requirements, and supporting compliance, this role directly strengthens financial stability, vendor relationships, and operational accountability for the company.