AP Specialist

This role is responsible for accurate and timely processing of vendor invoices, subcontractor payments, project expenses, and international payment activities. The specialist works closely with project managers, procurement teams, and international vendors to ensure proper coding, documentation, and compliance with global financial and tax requirements.

• Bachelor’s degree in Finance, Accounting, or Business Administration
• 2–4 years of accounts payable experience, ideally in a project-based or international environment.
• Experience in a shared services or high-volume AP environment.
• Experience working in engineering, consulting, construction management, or professional services industries preferred
• Experience with ERP systems (Deltek Vantagepoint, SAP, Oracle, or similar)
• Strong Microsoft Excel skills
• Strong understanding of AP processes, internal controls, and accounting principles.
• Knowledge of vendor onboarding, procurement processes, and workflow automation tools
• Familiarity with electronic invoicing and automated AP platforms.
• Strong attention to detail and accuracy
• Ability to manage multiple projects and deadlines simultaneously
• Strong communication skills when working with international teams
• Ability to work independently and proactively resolve issues
• Strong organizational and analytical skills

Invoice & Payment Processing

• Process high-volume, multi-currency vendor invoices for engineering materials, subcontractor services, laboratories, field services, and professional fees.
• Validate invoice accuracy, ensuring correct project codes, cost categories, and contract references.
• Match invoices to purchase orders, contracts, or service confirmations and follow up on discrepancies.
• Prepare payment batches including ACH, wire transfers, foreign currency payments, and international remittances.
• Process employee expense reports, travel reimbursements, and project-related costs. 

Vendor Relations & Issue Resolution

• Serve as a primary contact for vendors regarding billing questions, payment status, and documentation requests.
• Resolve issues related to pricing, quantities, tax, and contract terms in collaboration with project and procurement teams.
• Support vendor onboarding by verifying banking details, tax documentation, and compliance requirements.

Compliance & Documentation

• Maintain accurate AP records and ensure compliance with internal controls and approval workflows.
• Support global tax compliance including VAT/GST coding, withholdings, and jurisdiction-specific requirements.
• Assist with internal and external audit requests by providing documentation and ensuring audit trail completeness.

Reconciliations & Reporting

• Reconcile vendor statements and resolve outstanding items across multiple currencies.
• Assist with month-end close activities including accrual preparation, outstanding invoice tracking, and AP aging reviews.
• Prepare AP reports and summaries to support project accounting and finance teams.