Accounts Payable Specialist

Position Title: Accounts Payable Specialist

Position Location: Remote - work virtually from anywhere in the United States

JOB SUMMARY

Smart Tech Contracting is seeking a detail-oriented and dependable Accounts Payable Specialist to manage the accurate and timely processing of vendor invoices, employee expense reports, and payments. This position plays an important role in maintaining strong financial controls, supporting project accounting, and building positive relationships with vendors and internal teams.

The ideal candidate will have hands-on experience using Deltek accounting software, preferably Deltek Vantagepoint or Deltek Vision, and a strong understanding of accounts payable processes within a project-based, engineering, construction, or professional services environment. This position reports directly to the Controller.

ESSENTIAL FUNCTIONS

• Review, code, and process vendor and subcontractor invoices in Deltek
• Match invoices to purchase orders, contracts, receiving documentation, and other supporting records
• Verify the accuracy of general ledger accounts, project numbers, phases, tasks, cost codes, and departments
• Route invoices through approval workflows and follow up on outstanding approvals
• Process employee expense reports and verify compliance with company policies and documentation requirements
• Prepare weekly payment runs, including ACH, check, wire, and other electronic payments
• Review vendor statements, respond to inquiries, and resolve invoice and payment discrepancies promptly
• Maintain accurate vendor records, including W-9 forms, payment information, insurance documentation, and other required records, in accordance with company policies and record-retention standards
• Support new-vendor setup and independently verify requests to change vendor banking information
• Monitor accounts payable aging and identify past-due invoices, credits, duplicate payments, or unusual items
• Support cash-flow planning by providing accurate information about upcoming payment obligations
• Prepare accounts payable accruals and support the monthly accounting close
• Reconcile accounts payable subledger activity to the general ledger
• Assist with year-end Form 1099 preparation and reporting
• Provide documentation and support for financial audits, project audits, and compliance reviews
• Collaborate with project managers, accounting personnel, procurement, and operations to ensure costs are recorded accurately and promptly
• Identify and help implement improvements to accounts payable procedures, workflows, and internal controls
• Perform other accounting and administrative responsibilities as assigned by the Controller

Completion of Assigned Tasks and Deliverables on Time and on Budget

Performs Other Related Duties as Assigned

POSITION REQUIREMENTS

• Hands-on experience with Deltek Vantagepoint or Deltek Vision accounting software is required
• At least three years of accounts payable or related accounting experience
• Working knowledge of general ledger coding, project accounting, and month-end close procedures
• Experience processing a high volume of invoices while maintaining accuracy and meeting deadlines
• Proficiency with Microsoft Excel, Outlook, and other Microsoft 365 applications
• Strong attention to detail, organization, problem-solving, and follow-through
• Strong written and verbal communication skills
• Ability to handle confidential financial and vendor information professionally
• Ability to work independently while collaborating effectively with employees, project managers, and vendors

CORE COMPETENCIES

• Accuracy and attention to detail
• Accountability and dependability
• Organization and time management
• Professional communication
• Problem-solving and follow-through
• Internal-control awareness
• Teamwork and collaboration
• Commitment to process improvement

PHYSICAL DEMANDS

The following physical demands must be met by the employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

• Ability to remain in a stationary position for extended periods while working on a computer
• Ability to move through offices, project sites, and facility environments as needed
• Ability to occasionally lift or move items up to 25 pounds

TRAVEL / RELOCATION REQUIREMENTS

• Up to 5%, this may include travel to any or all 50 US states
• Must be located near a major US airport
• Effective May 7, 2025, and in accordance with U.S. federal regulations for domestic air travel, a valid REAL ID (or an acceptable alternative, such as a passport) is required for travel associated with this position
• Travel may involve transportation by car or plane depending on the destination and nature of the business need
• Travel is defined as physically leaving home on behalf of business activities including but not limited to client sites, meetings with other employees, meetings for business development purposes, running errands on behalf of the business, attending industry conferences, etc.

EDUCATION / EXPERIENCE REQUIREMENTS

• Associate or bachelor's degree in accounting, finance, business administration, or a related field
• Accounts payable experience in engineering, construction, data centers, systems integration, government contracting, or another project-based organization
• Experience with purchase orders, subcontractor invoices, project cost coding, reimbursable expenses, and approval workflows
• Familiarity with Form 1099 reporting and vendor compliance requirements
• Experience supporting multiple projects, departments, or legal entities

BENEFITS

Smart Tech Contracting offers a very competitive benefits package; highlights include

• Choice of comprehensive medical plans (including two PPO-style plans and a HDHP w/ HSA option)
• Dental and vision plans
• Comprehensive medical, dental and vision benefits extended to spouse / domestic partner and dependent children up to age 26
• 401k with company match and self-directed brokerage account option
• PTO including additional paid time off during the last week of the year
• Company paid life insurance coverage for employees and their eligible dependents
• Short and long-term disability, AD&D coverage
• Professional development opportunities, tuition reimbursement and professional licensing assistance
• Paid parental leave after one year of employment

CO, CA, IL, NY, WA, and Washington DC residents only: In accordance with CO, CA, IL, NY, WA, and Washington DC law, the range provided is STC's reasonable estimate of the base compensation for this role. The actual amount may differ based on non-discriminatory factors such as experience, knowledge, skills, abilities, and location.

Smart Tech Contracting is an EEO/Affirmative Action Employer and participates in the E-Verify program with the Department of Homeland Security. We encourage diversity in our workforce.

Are you ready to challenge yourself and redefine standards in the AEC industry? Apply now and join our award-winning team!

NOTICE TO THIRD PARTY AGENCIES:

STC does not accept unsolicited resumes from recruiters, employment agencies, or other staffing services. Unsolicited resumes include any resume or hiring document sent to STC in the absence of a signed Service Agreement where STC has expressly requested recruitment/staffing services specific to the position at hand. Any unsolicited resumes, including those submitted to hiring managers or other business leaders, will become the property of STC and STC will have the right to hire that candidate without reservation – no fee or other compensation will be owed or paid to the recruiter, employment agency, or other staffing service.