Accounts Payable Specialist

About Penbrothers

Penbrothers is an HR & remote talent management partner and one of the fastest growing companies in the Philippines. We provide talented Filipinos with global opportunities in high-growth startups and dynamic companies, from the comfort of their own homes.

About the Client

Our Client is a luxury homebuilding and remodeling company based in Charlotte, North Carolina, with over 50 years of expertise. They specialize in custom homes, renovations, and commercial construction, offering personalized services and exceptional craftsmanship. Known for their attention to detail and client-focused approach, our Client also provides real estate services. The company serves upscale neighborhoods around Charlotte, including Myers Park, Eastover, and SouthPark, and is recognized for delivering high-quality, timeless homes and spaces.

About the Role

The Accounts Payable Specialist is responsible for ensuring the accurate allocation of all subcontractor and vendor payments, employee expense reimbursements, and corporate credit card expense allocations. This role plays a vital part in maintaining financial integrity and ensuring timely payment processing across the organization. The successful candidate will be expected to handle various accounting tasks with meticulous attention to detail, accuracy, and a customer-service-oriented approach.

Work hours: 8:00 am to 5:00 pm Eastern Time

Work set-up: Remote

What you’ll do

Accounting Data Entry Duties

• Enter approved bills into QuickBooks or JobTread Construction Software, ensuring proper job cost phase allocation.

• Process bi-monthly check runs for bill payments.

• Download and record approved expenses from Expensify.

• Reconcile vendor statements and Expensify settlement statements.

• Enter job cost budgets and change orders in QuickBooks Desktop.

• Reclassify job costs as requested by Estimators/Project Managers and upload revised job cost reports.

• Review and correct incorrect class or overhead coding.

• Assist the Controller with additional duties as needed.

Accounting Admin Duties

• Maintain and update vendor information in QuickBooks and digital files (including emails, telephone numbers, insurance certificates, and W9 forms).

• Issue and track trade agreement packages, ensuring all necessary details are filled out and complete.

• Ensure that vendor records are kept up-to-date and inactivated when necessary.

Vendor Communications

• Respond to vendor inquiries regarding payment status and requests for Certificate of Insurance and W9 forms.

• Request, track, and attach releases of liens to vendor bills. Communicate with vendors regarding missing documents.

Project Managers/Estimators Communications

• Weekly communications with Project Managers and Estimators regarding expired insurance and vendor bills in hold status.

• Upload detailed job cost reports to each PM/Job file.

What You Bring

• Experience: At least 3-4 years of experience in an accounts payable role, preferably in the construction industry.

• Education: A Bachelor's degree in Accounting, Finance, Business Administration, or a related field is required.

Skills & Attributes

• Strong attention to detail and accuracy.

• Positive outlook with a team-player attitude and customer-service orientation.

• Excellent organizational, planning, time management, and communication skills.

• Proficiency in MS Office, QuickBooks Desktop, Expensify, and JobTread Construction Software.

• Coachable and open to feedback.

Don't meet every single requirement? At Penbrothers we are committed to building a diverse, inclusive, and authentic workplace, so if you're excited about this role but you don't feel 100% aligned with the qualifications, we encourage you to apply anyway. You may just be the right fit for this or other roles.

Hiring Process

We utilize AI tools to enhance our hiring efficiency and ensure a fair evaluation of all candidates. As a result, candidates who passed our initial evaluations should expect an AI Interviewer as a component of our recruitment process. This is supervised by Human Talent Acquisition Experts who will also engage with you throughout your application journey.

What You’ll Get

At Penbrothers, we are obsessed with creating positive employee experiences. Here you’ll find an environment that nurtures learning and provides opportunities for growth. You’ll have the opportunity to make an impact on fast-growing startups and dynamic companies.

• Meaningful work & Growth: We take every opportunity to stretch ourselves and deliver an excellent client experience.

• Employee as our biggest asset: We are genuinely invested in our people’s career and welfare.

• Global reach & local impact: Get to work with high-growth startups and dynamic companies from the comfort of your own home.

• Powering global startups: We’ve created 1,400 Filipino jobs that empower global start-ups to focus on growth.