AP/AR Specialist

Job Title: AP / AR Specialist & Payroll Coordinator
Department: Accounting & Finance
Reports To: Senior Accountant or Controller
Industry: Construction Materials – Stone & Tile
Employment Type: Full-Time

Position Overview 

We are representing a successful, growth-oriented stone and tile company seeking a highly reliable AP / AR Specialist & Payroll Coordinator to own the day-to-day transaction engine of the accounting function. This is a mission-critical seat responsible for managing vendor payables, customer receivables, and payroll processing with precision, timeliness, and strong internal controls.

This role is best suited for a detail-driven accounting professional who thrives in an operational environment involving job costing, project billing, field labor payroll, and high vendor volume. The right candidate is process-oriented, systems-comfortable, and communicates well with vendors, customers, field supervisors, and internal leadership.

Core Objectives of the Role

Ensure accurate and timely vendor payments
Drive disciplined customer billing and collections
Maintain clean AP/AR subledgers and audit trails
Deliver accurate, compliant payroll processing
Support working capital visibility and control
Protect the company through documentation and compliance discipline

Primary Responsibilities

Accounts Payable (AP)

Process high-volume vendor invoices across materials, freight, subcontractors, and overhead
Verify invoice approvals, coding, and job/project allocations
Match invoices to purchase orders and receiving documents where applicable
Maintain vendor master records and W-9 documentation
Prepare and execute weekly payment runs (check, ACH, wire)
Monitor due dates and discount opportunities
Prevent duplicate or erroneous payments through control procedures
Manage 1099 tracking and year-end vendor reporting support
Resolve vendor inquiries and statement discrepancies
Support AP accruals and cutoff accuracy at month-end

Accounts Receivable (AR)

Generate accurate customer invoices tied to projects, deliveries, and contracts
Issue progress billing and final billing packages when applicable
Distribute invoices and statements to customers
Apply incoming payments (check, ACH, wire, card) accurately
Maintain AR aging schedules
Perform structured collections follow-up on overdue balances
Partner with sales and operations to resolve billing disputes
Reconcile customer accounts and credits
Support lien waiver and documentation requests where applicable
Assist with cash application and deposit reconciliation

Payroll & Benefits Coordination

Process recurring payroll for hourly and salaried employees, including field and shop labor
Validate time and wage data from timekeeping systems
Review overtime, prevailing wage, and job-based pay elements where applicable
Coordinate with third-party payroll provider or in-house payroll software
Prepare and post payroll journal entries to the GL
Maintain payroll records and audit documentation
Support year-end payroll reporting (W-2 support, reconciliations)

Required Skills & Competencies

Strong working knowledge of AP and AR workflows
Hands-on invoice and payment processing experience
Payroll processing and compliance fundamentals
Comfort with construction / materials / project-based billing environments
High accuracy and documentation discipline
Ability to manage deadlines and transaction volume
Vendor and customer communication skills
Strong reconciliation and problem-resolution ability
Solid Excel capability (sorting, lookups, basic formulas)
Strict confidentiality with payroll and employee data

Preferred Qualifications

3–5+ years combined AP/AR experience
Experience in construction, building materials, stone, tile, or related trades
ERP or accounting system experience (job costing preferred)
Multi-location or multi-entity accounting exposure
Certified Payroll Professional (CPP) — a plus, not required
Experience with project billing or progress billing — strongly preferred