Job Description
The Accounting Manager / Senior Accountant is responsible for overseeing the full accounts payable cycle while ensuring strong internal controls, financial accuracy, vendor compliance, and timely payment execution. This role partners closely with operations, project management, and executive leadership to support financial integrity, cash flow management, and regulatory compliance.
Primary Responsibilities
Oversee and manage all aspects of the accounts payable function, ensuring accuracy, compliance, and adherence to company policies and financial controls.
Key Duties & Responsibilities
Accounts Payable Oversight & Controls
Oversee the review, verification, and processing of all vendor invoices and AP transactions.
Ensure proper matching of purchase orders, receiving documents, delivery tickets, and invoices prior to payment authorization.
Maintain strong internal controls and approval workflows within the accounting system.
Review and approve payment runs (checks, ACH, wire transfers) in accordance with vendor terms and company cash management strategies.
Monitor aged payables and proactively manage vendor relationships to maintain favorable standing and avoid credit holds.
Financial Accuracy & Reconciliation
Perform regular reconciliation of vendor statements and AP sub-ledgers to ensure accurate balances.
Investigate and resolve discrepancies including pricing variances, missing delivery documentation, quantity differences, and billing errors.
Analyze payment cycles, outstanding obligations, and open purchase orders to support cash flow forecasting.
Generate and review AP-related financial reports for management as requested.
Vendor Compliance & Risk Management
Oversee vendor file maintenance, including W-9s, insurance certificates, payment terms, address updates, and compliance documentation.
Ensure subcontractor and vendor compliance requirements are met, including lien releases and conditional/unconditional waivers.
Maintain accurate records in accordance with Florida Lien Law and other applicable regulations.
Identify and escalate potential financial risks, disputes, or documentation gaps to senior leadership.
Construction / Delivery Ticket Oversight
Ensure all delivery tickets are properly accounted for, matched to job numbers, scanned, and filed systematically.
Implement controls to prevent payment for unverified or unsupported material invoices.
Collaborate with project managers and plant personnel to maintain accurate job cost documentation.
Process Improvement & Leadership Support
Recommend improvements to AP workflows, documentation procedures, and internal controls.
Communicate financial updates and process changes to internal teams.
Serve as a point of contact for vendor inquiries, providing professional and timely communication.
Support audits and internal financial reviews by maintaining organized and easily retrievable records.
Perform additional accounting or finance-related duties as assigned.
Accuracy & Compliance
This position ensures the accuracy of invoices, delivery tickets, lien releases, vendor compliance documentation, and payment schedules through consistent review of reports, ledgers, and supporting documentation. Strong attention to detail and adherence to financial controls are essential.