Accounts Payable Clerk

The Accounts Payable Clerk will be responsible for managing and processing all accounts payable transactions for Gallo Mechanical. This role involves ensuring timely and accurate processing of invoice entry, working with vendors to obtain complete records of third-party labor information, and being adaptive to handle the various types of AP responsibilities.

The ideal candidate will possess strong analytical skills, a solid understanding or desire to learn accounts payable, be passionate about supporting our vendors, and have the ability to thrive in a fast-paced environment. Excellent verbal and written communication skills are key to success in this role.

JOB RESPONSIBILITIES:

1. Review and verify invoices for accuracy, completeness, and adherence to contract terms.
2. Enter invoice data into the accounting system on a daily basis.
3. Initialize invoices with purchase orders to ensure proper documentation and three-way match.
4. Vendor and Subcontractor Coordination:
5. Communicate with vendors and subcontractors regarding invoice status, payment schedules, and discrepancies.
6. Maintain up-to-date vendor records including contact information, W-9 information, and payment terms.
7. Ensure all COI policies with vendors are up to date and compliant.
8. Compliance and Documentation:
9. Ensure compliance with company policies, industry regulations, and contractual agreements.
10. Maintain organized and accurate records of all transactions and invoices.
11. Assist with audits by providing documentation and explanations as required.
12. Collaboration and Communication:
13. Work closely with vendors, project managers, purchasing teams, and other departments to ensure accurate invoice reporting and timely payments.
14. Address and resolve any issues related to invoicing and payments in a professional manner.
15. Accounting Duties:
    • Work closely with the Controller to assist with various monthly tasks and special projects related to inventory management, credit card reconciliations, and other financial activities.

IDEAL EXPERIENCE & QUALIFICATIONS:

1. High school diploma or equivalent required; associate's degree in accounting, finance, or a related field preferred.
2. Minimum of 2-3 years of experience in accounts payable, preferably in the construction industry.
3. Ability to work independently with a proactive approach to resolve issues.
4. Strong interpersonal and communication skills, including the ability to communicate effectively with all levels of personnel.
5. Proficiency in accounting software and Microsoft Office Suite (Excel, Word).
6. Excellent organizational and time management skills with a strong attention to detail.
7. Knowledge of construction industry-specific accounting practices and terminology is highly beneficial.
8. Certification in accounts payable or bookkeeping (e.g., AAP) can be an advantage.

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