Shawmut Design and Construction

  • Accounts Payable Specialist

    Job ID
    2018-3904
    Location
    US-MA-Boston
    Division
    Internal Operations
    Type
    Regular Full-Time
    Category
    Accounting/Finance
  • Overview

    At Shawmut, our primary objective is to deliver exceptional service catered to our clients’ specific goals and concerns. Our project teams deliver top quality work through a hands-on, collaborative process while keeping our clients’ best  interests our absolute focus at all times. With specialized training and the support of a national company, we foster project teams whose skill and dedication leads to the deliberate, predictable and repeatable construction experiences that have attracted and retained the top clients in every market in which we focus. The most memorable construction experiences are based on one principle—it’s the people who make the difference. And at Shawmut, we have the very best.

    Responsibilities

    The purpose of this role is to ensure the timely reviewing and processing of expense reports and vendor invoices, ensuring accuracy, completeness, supporting documentation and they are compliant with internal and external controls.


    ESSENTIAL JOB FUNCTIONS
     

    • Vendor / Subcontractor/Internal Client Relationships: Ongoing development of mutually beneficial and positive relationships with key Vendors/Subcontractors and all internal clients.
      • Ensure relationships are professional and fair.
      • Ensure calls are responded to immediately and within 48 hours.
      • Drive customer service by consistently working vendor statements.
      • Ask the right questions to identify needs/issues and promptly resolves them.
      • Involve appropriate team member and/or management as necessary.
      • Follow up with Project Team and/or Subcontractor until issues are resolved.
    • Invoice Processing: The process used to ensure Vendors and Subcontractor invoices are entered into systems promptly and accurately.
      • Ensure that all invoices are reviewed and entered into workflow with 98% accuracy.
      • Examine detail of invoices and check for inaccuracies.
      • Reconcile subcontractor and material statements; work with Project Teams to determine solutions to any issues.
    • Payment Processing: The process used to ensure Subcontractors and Vendors are paid timely and accurately.
      • Understand, manage or support the weekly subcontractor check run process.
      • Knowledgeable about the timing of the different check runs and how to determine when a sub or supplier will be paid.
      • Manage or support the out-of-cycle check process as determined by AP Management. Ensure all paperwork requirements are met.
      • Adhere to list of jobs or subcontractors that require “special” paperwork and manage special requests from Project Teams.
    • Expense Administration
      • Provide customer service to clients who are using Concur to process expense reports.
      • Manage the Concur expense report process; gather and reconcile expense reports on a monthly basis, verify receipts are in compliance with policies.
    • Back up to Travel and Expense Specialist
      • Provide customer service to clients using the credit card system including resetting passwords, increasing limits and changing restrictions.
      • Work with credit card vendor to ensure cards are ordered, cancelled and managed accurately.

    Qualifications

    • Experience:
      • Minimum of 1-3 years’ experience working in a fast-paced Accounts Payable environment preferred
      • Construction industry experience helpful.
    • Education: A bachelor’s degree is preferred
    • Additional Role Specific Skills:
      • Demonstrated ability to assess processes and make recommendations for improved efficiency.
      • Strong working knowledge of Excel required.
      • Familiarity with CMiC preferred.
      • Experience with Concur preferred

     

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