Senior Accounts Payable Coordinator

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Job description

EXPERIENCE
Accounts payable experience in a supervisory role for a mid to large size construction company
Filing 1099's, including familiarity with IRS rules surrounding 1099 reporting
Filing sales and use tax returns in multiple states

SKILLS
CMiC (accounting software) training available
Excel (proficient)
Microsoft Word (basic)
Microsoft Office Outlook (basic)
Ability to work well with others in a collaborative environment and encourage compliance with accounts payable policies and procedures

DUTIES
AP COORDINATOR
Processing job-site generated invoices in CMiC. Verifying all invoices are approved, the correct amounts are processed for payment, and sales tax is included when necessary.
Timely processing invoices for payment based on due dates (miscellaneous invoices) and owner funding (subcontractors). Distributing checks.
Reconciling old open payables.
Updating document compliances in CMiC as contracts, insurance, good guy letters, etc., are received.
Collecting and verifying W-9's for new vendors.
Communicating with project accountants regarding invoice discrepancies, sales tax issues, needed documentation, training needs, etc.
Verifying coding and approvals for overhead invoices.
Reviewing credit card statements including: coding, approvals, complete business purposes, and correct amount due.
Reconciling vendor statements.
Extracting AP information from CMiC and compiling reports.
Researching old outstanding checks.
Pulling Dun & Bradstreet reports.

BACK-UP TO AP MANAGER
Managing and training AP staff.
Troubleshooting and problem solving resolving issues that come up while following corporate policies.
Reviewing and processing check runs.
o Reviewing includes verifying approvals, sales tax, accurate payment amount, applicable back-up. Removing or adding invoices from a payment selection when necessary.
o Processing includes logging each selection, printing and posting checks, submitting positive pay.
Voiding checks, placing stop payments, and removing from positive pay.
Verifying adequate approval to pay invoices without proper documentation or owner funding (exceptions) and maintaining the exception report.
Approving good guy letters.
Interpreting insurance requirements.
Processing credit applications.
Managing sales tax accruals, inclusive of reviewing for accuracy and filing tax returns in multiple states.
Verifying new vendor set-up.
Processing 1099's.
Processing refund checks in CMiC.
Banking
o Retrieving daily activity reports and logging details.
o Processing wires and book transfers.
o Retrieving cancelled checks.
o Reconciling positive pay and ACH exceptions.
Cash Analysis
o Utilizing banking logs, check logs, and open payables report to prepare weekly cash analysis.
o Researching owner billings for excess cash received.
Reconciling general ledger accounts.
Processing Contractor Score certificates.
Communicating and training internal customers on corporate policies.
Providing documentation to auditors.
Managing record retention (Iron Mountain)
o Reviewing and approving transmittal sheets for new documents.
o Managing the retrieval process.
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