The Role
Manage full-cycle accounts payable for multiple companies: process and code vendor invoices, run payments, reconcile statements and credit cards, support month-end close and audits, prepare 1099s, maintain vendor records and internal controls, and drive AP process improvements and cross-functional support.
Summary Generated by Built In
Job Title: Accounting Specialist - Accounts Payable
Company: Janotta & Herner
Reports to: Director of Business Accounting
Position Summary
Working under the direction of the Director of Accounting, the Accounting Specialist - Accounts Payable is responsible for managing the Company's full-cycle accounts payable function. This position serves as the primary point of contact for vendor payment processing while ensuring invoices are accurately recorded, approved, and paid in accordance with company policies and internal controls.
This role partners closely with operations, project managers, subcontractors, and vendors to resolve invoice discrepancies, maintain positive vendor relationships, and support the monthly close. The Accounting Specialist also assists with general accounting, process improvements, audit support, and other initiatives as assigned.
Areas of Responsibility
1. Accounts Payable Administration
- Manage the complete accounts payable process for multiple operating companies.
- Review, verify, code, and enter vendor invoices accurately and timely.
- Match invoices with purchase orders, receiving documents, and approvals.
- Process check runs and payments via the electronic payment system.
- Maintain vendor records, including W-9 documentation.
- Review supporting documentation, including AIA type billings, lien waivers and other required compliance documentation.
- Establish and maintain positive working relationships with vendors and subcontractors while resolving payment inquiries.
- Manage the corporate credit card program.
- Reconcile vendor statements, credit card statements, and investigate discrepancies.
- Prepare accounts payable reconciliations and assist with month-end close activities.
- Monitor accrued expenses and ensure invoices are recorded in the appropriate accounting period.
- Assist with general ledger account reconciliations related to accounts payable.
- Complete the monthly closing process on scheduled deadline.
- Support annual financial audits by providing requested documentation.
- Ensure compliance with company policies, accounting procedures, and internal controls.
- Prepare annual 1099 reporting and maintain required tax documentation.
- Maintain organized electronic and physical accounting records.
- Protect confidential financial information and vendor data.
- Identify opportunities to improve AP efficiency and streamline processes.
- Partner with purchasing, project management, and operations to improve invoice workflows.
- Assist with implementation of accounting system enhancements and automation initiatives.
- Cross-train in additional accounting functions to provide departmental support and business continuity.
- Provide backup support for other accounting functions as needed.
- Assist with special accounting projects and financial reporting requests.
- Participate in continuous process improvement initiatives.
- Perform other duties as assigned.
- 3-7 years of progressively responsible accounting or accounts payable experience.
- Associate degree in Accounting or an equivalent combination of accounting experience and education.
- Strong understanding of accounts payable processes and general accounting principles.
- Experience with ERP/accounting software and Microsoft Excel, experience with Trimble is a plus.
- Ability to reconcile accounts and research discrepancies.
- Excellent organizational skills with the ability to manage multiple priorities and deadlines.
- Strong attention to detail and high level of accuracy.
- Excellent communication and customer service skills.
- Ability to maintain confidential financial information.
- Experience with construction, manufacturing, or multi-company accounting environments is preferred but not required.
Working Conditions
- Full-time, on-site position.
- This role involves working in an office environment during the hours of 7:00am-4:00pm. Regular flexibility in working hours is allowed and will be needed based on events and business needs.
Skills Required
- 3-7 years of accounting or accounts payable experience
- Associate degree in Accounting or equivalent combination of education and experience
- Strong understanding of accounts payable processes and general accounting principles
- Experience with ERP/accounting software
- Proficiency with Microsoft Excel
- Experience with Trimble
- Ability to reconcile accounts and research discrepancies
- Excellent organizational skills and ability to manage multiple priorities and deadlines
- Strong attention to detail and high level of accuracy
- Excellent communication and customer service skills
- Ability to maintain confidential financial information
- Experience with construction, manufacturing, or multi-company accounting environments
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The Company
What We Do
Janotta & Herner is a leading design-build general contractor based in northern Ohio. The company specializes in build-to-suit automotive, commercial, industrial, financial, food grade, medical, and warehousing projects. As a 100% employee-owned firm, its mission is to provide excellence in design-build construction solutions, offering integrated services from architectural design and engineering through construction management.
