Accounts Payable Specialist

We are seeking an experienced Accounts Payable Specialist to manage accounts payable operations for a construction and mining services contractor. This role owns the full AP cycle from invoice entry through payment processing—including vendor invoices, field-related transactions, per diem, fuel card activity, mileage reimbursements, and construction-specific purchases. You'll work closely with Purchasing, Operations, and Project teams to ensure invoices are processed accurately, timely, and in full compliance with company policy.

The ideal candidate has 5+ years of accounts payable experience, ideally in construction, mining, or field-based operations. You'll combine strong Excel and ERP proficiency (Viewpoint Vista preferred) with detailed accounting knowledge. You're organized, solution-oriented, and comfortable managing high-volume, deadline-driven workflows. This is a hands-on role requiring both accuracy and the judgment to resolve vendor discrepancies and cross-functional issues.

Job Responsibilities:

Invoice Processing & Three-Way Matching

• Review, code, and enter vendor invoices into the AP system daily; match invoices to purchase orders and receiving documentation (three-way match).
• Confirm proper approvals per company policy before posting invoices to the GL.
• Identify and resolve invoice discrepancies, coding errors, and missing or mismatched documentation.
• Maintain organized, complete AP documentation to support internal reviews and audits.

Check Run & Payment Processing

• Prepare and process weekly check runs including checks, ACH payments, and electronic transfers.
• Verify payment accuracy and ensure timely release of payments per approval workflows.
• Coordinate with Finance on payment scheduling and cash management.
• Process vendor remittances and payment confirmations.

Field-Related Transactions

• Review, code, and import fuel card transactions monthly in accordance with company policy.
• Process weekly per diem imports for field employees.
• Process employee mileage reimbursement requests.
• Enter mobilization and flagging purchase orders to support field operations weekly.

Vendor Management & Reconciliation

• Reconcile vendor statements against AP records monthly; identify and resolve discrepancies.
• Establish new vendor accounts, including documentation and compliance verification.
• Communicate professionally with vendors regarding invoices, payment status, and account issues.
• Serve as backup for invoice packet assembly; stay familiar with primary process to provide feedback and ensure continuity.

Internal Coordination & Issue Resolution

• Collaborate with Purchasing, Operations, and Project teams to resolve invoice issues and discrepancies.
• Proactively identify and escalate AP issues; follow through to closure.
• Provide vendors and internal stakeholders with clear, professional communication on AP matters.

Systems & Compliance

• Effectively use Viewpoint Vista and other accounting systems to process and track AP transactions.
• Follow company policies, internal controls, and regulatory requirements including three-way matching and approval workflows.
• Maintain audit-ready documentation and records.
• Support month-end close and financial reporting activities.

Process Improvement & Support

• Identify opportunities to improve AP processes, accuracy, and efficiency.
• Perform related accounting or administrative duties as needed to support AP operations and organizational objectives.

Qualifications:

• At least 5 years of accounts payable, accounting operations, or related accounting experience.
• Prior experience supporting US-based organizations or US accounting operations.
• Strong proficiency in Microsoft Excel including formulas, sorting, filtering, and data analysis.
• Proficiency with accounting or ERP systems; Viewpoint Vista or similar construction-based ERP platforms strongly preferred.
• Working knowledge of accounts payable controls, three-way matching, and approval workflow compliance.
• Experience in construction, mining, field operations, or similar industries preferred.
• Demonstrated ability to produce accurate, audit-ready AP records in a deadline-driven, high-volume environment.
• Proven ability to handle sensitive vendor and company financial information with discretion and professionalism.
• Strong communication and coordination skills; comfortable working with vendors, Purchasing, Operations, and internal teams.
• Excellent problem-solving abilities; able to identify discrepancies and implement practical solutions.
• Consistent ability to meet payment cycles and month-end deadlines.
• Strong attention to detail with a low tolerance for errors in coding, data entry, and reconciliations.
• Proficiency with Microsoft Teams (M365) and SharePoint preferred.
• Ability to use password managers (Keeper) to securely manage system credentials.
• High school diploma or equivalent required; Associate's degree in accounting or business administration preferred.
• Bachelor's degree in accounting or finance preferred.

Requirements:

• Updated Resume/CV.
• Ability to work in a fast-paced, dynamic environment.
• Reliable internet connection and personal computer.
• UPS/battery backup to ensure continuity during power interruptions.

Benefits:

• Competitive salary with performance-based incentives.
• WFH set-up
• Opportunities for career advancement.
• HMO coverage for employee and immediate family members.

Join our team now and be part of the top 1% talent in the Philippines!