Accounts Payable Specialist /Admin (Construction)

Aston Carter • Suisun City, CA • 10h ago

Job Title: Accounts Payable Specialist (construction)

Job Description

We are seeking an experienced Accounts Payable Specialist to join our team in Suisun, CA. The primary responsibility is to manage all aspects of the accounts payable process including analyzing and processing invoices, handling purchasing and receiving documents, and managing expense reports. You will work closely with vendors and team members to resolve past due invoices and reconcile monthly statements. Additionally, you will oversee ad hoc administrative and general office management duties. This is a 100% in-office position with no remote work options.

Responsibilities

Manage all accounts payable duties for all jobs and overhead, ensuring project cost codes and approvals are acquired.

Process full cycle invoices, approximately 300 per month.

Collect waivers from subcontractors.

Enter all accounts payable-related documents into the INTACCT accounting system.

Maintain vendor insurance certificates monthly, ensuring they are current and uploaded into INTACCT and vendor files.

Select open payables weekly for submission to the Business Manager for approval before requesting checks.

Submit credit applications for new vendor account setup.

Reconcile monthly credit card and fuel card statements.

Reconcile vendor statements.

Manage the subcontract process, including uploading executed contracts, managing change orders, receiving and reviewing subcontractor invoices, and ensuring payments are processed on schedule in accordance with contract guidelines and payment terms.

Answer phones, assist callers, direct calls, and take messages professionally.

Ensure the operation of office equipment by completing preventive maintenance, calling for repairs, and maintaining supply levels.

Maintain office supply inventory, anticipate needed supplies, and place orders timely.

Retain filing systems for both hard copies and electronic files.

Provide general administrative work and assistance as requested.

Open, distribute, and prepare outgoing mail.

Arrange shipping services for documents and maintain a log of all outgoing documents.

Monitor incoming faxes, send outgoing faxes, and scan documents as needed.

Maintain schedules, event calendars, and set appointments for the management team.

Make travel, event, training, luncheon, and meeting arrangements for management, office personnel, and field employees.

Run local errands, including picking up items at the store and making FedEx drop-offs.

Create, update, and edit ad hoc reports as requested from various departments.

Essential Skills

3+ years of accounts payable experience within the construction industry.

Experience with invoice processing, construction accounting, and vendor management.

Proficiency in Microsoft Office, particularly Excel, including pivot tables preferred.

Experience with INTACCT accounting system or similar ERP systems.

Familiarity with lien and lien release processes.

Additional Skills & Qualifications

Company will support becoming a certified notary.

Preferred experience with Sage 300 Construction and Real Estate.

Work Environment

This position requires working on-site five days a week with no work-from-home options. The start time is between 7:30 AM and 8:00 AM. The office operates with a professional yet supportive environment, focusing on teamwork and efficient processes.

Job Type & Location

This is a Contract to Hire position based out of Suisun City, CA.

Pay and Benefits

The pay range for this position is $22.00 - $28.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: - Medical, dental & vision - Critical Illness, Accident, and Hospital - 401(k) Retirement Plan - Pre-tax and Roth post-tax contributions available - Life Insurance (Voluntary Life & AD&D for the employee and dependents) - Short and long-term disability - Health Spending Account (HSA) - Transportation benefits - Employee Assistance Program - Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Suisun City,CA.

Application Deadline

This position is anticipated to close on Jan 27, 2026.

About Aston Carter:

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com (%20astoncarteraccommodation@astoncarter.com) for other accommodation options.

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