Accounts Payable Clerk (Construction Industry) | QuickBooks Online | Procure-to-Pay)

Position Summary The Accounts Payable Clerk supports the full procure-to-pay (P2P) cycle for a Structural Steel construction company, ensuring accurate, timely, and compliant processing of vendor invoices related to sub-contractors for construction projects and other operational costs, administrative services, and expense reimbursements. This role works in QuickBooks Online (QBO) and supports Administrator Manager and President with vendor compliance and reconciliation requirements.

Key Responsibilities

Procure-to-Pay (End-to-End)

Manage the full P2P cycle from purchase request support through invoice approval, posting, and payment

Enter purchase orders, receiving documentation, and approvals in accordance with internal policies and at direction of management

Perform 2-way and 3-way matching (PO, invoice, receiving/confirmation)

Resolve invoice discrepancies with vendors, operations, and construction project managers

Accounts Payable Processing

Scan invoices into 3rd party system for import into QBO. Validate proper G/L coding and Project Assignment

Enter, review, and code vendor invoices in QuickBooks Online

Ensure accurate GL coding, General Contractor/Project tracking

Process weekly payment runs (ACH, check, wire)

Assemble printed checks with paper copies of invoices paid for review and signature by management

Scan checks and attach images in QBO, share drive and retain paper copy in Project File attached to invoices paid

Prepare checks for mailing in envelopes and add stamps as required to envelope

Monitor AP aging and escalate overdue or high-risk items

Accurately progress bills for sub-contractor bills broken down into milestone payments linked to P/O

Construction Project Related Spend

Process invoices related to:

Create monthly reports for AP due by project

Provide information to Administration Manager and President with recommended payments based on anticipated General Contractor remittances

Setup checks to print for each vendor separated by project

Vendor & Compliance Support

Set up and maintain vendor records, including W-9 collection

Support 1099 reporting for applicable vendors

Reconcile vendor statements and investigate discrepancies

Respond to vendor inquiries regarding payment status

Reconciliations & Reporting

Assist with month-end close activities related to AP

Prepare AP aging, cash requirement forecasts, and vendor spend reports

Maintain organized digital records to support General Contractor reviews

Qualifications

Required

2+ years of Accounts Payable experience

Hands-on experience using QuickBooks Online

Experience managing the full procure-to-pay cycle

Strong understanding of invoice matching, accruals, and AP controls

Proficiency in Microsoft Excel (basic to intermediate)

Preferred

Experience in commercial construction industry (structural steel a plus)

Familiarity with using QBO project functionality

Experience with ACH payments and payment platforms

Key Skills & Competencies

High attention to detail and data accuracy

Strong documentation and record-keeping discipline

Ability to work with cross-functional teams (clinical, operations, billing)

Professional communication with vendors and internal stakeholders

Ability to meet deadlines in a high-paced work environment