Accounts Payable Specialist

Job DetailsJob Location: Corporate Headquarters - Willis, TX 77318Position Type: Full TimeEducation Level: High SchoolTravel Percentage: NoneJob Shift: DayJob Category: ConstructionWeisinger Incorporated is seeking a detail-oriented Accounts Payable Specialist to support the Finance team and ensure the accurate and timely processing of vendor payments and employee expenses. This role is responsible for reviewing and processing vendor invoices, managing corporate credit card transactions through Ramp, and ensuring all expenses are properly coded, approved, and recorded in the Company’s accounting system. The Accounts Payable Specialist will maintain vendor records, collect and manage W-9 documentation, assist with annual 1099 reporting, and support weekly payment processing, including check and ACH runs. This position also plays a key role in reconciling vendor statements, resolving discrepancies, and tracking invoices pending approval to ensure timely processing. The ideal candidate is highly organized, detail-oriented, and capable of managing multiple priorities while maintaining a high degree of accuracy. This role will support ongoing process improvements as the Company continues to scale operations and implement a new ERP system. The position also requires strong computer proficiency, exceptional attention to detail, and the ability to proactively follow up with employees and vendors to ensure invoices and expenses are properly documented, accurately coded, approved, and processed in a timely manner. This description is representative of the duties and responsibilities an employee encounters while performing the essential functions of this job in addition to the qualifications required of an employee. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. The following list includes essential duties and responsibilities. Perform all activities in accordance with all policies, principles, and procedures established by the Company.  Process vendor invoices and ensure proper documentation and approvals Code transactions to the correct GL account, job number, and department Set up new vendors, collect and maintain W-9 documentation, and assist with annual 1099 reporting Manage employee credit card transactions and employee reimbursements through Ramp, including receipt collection and coding Track invoices pending approval and follow up to ensure timely processing Assist with weekly payment runs (checks and ACH) Reconcile vendor statements and resolve discrepancies Support improvements to AP processes as the company implements a new ERP system Safeguard financial information and maintain confidentiality when communicating with employees and vendors Provide receptionist backup phone coverage and answer receptionist rollover calls Perform other duties as assigned, including supporting other accounting functions   The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. High School Diploma or GED required 3+ years of Accounts Payable experience preferred Strong computer skills and proficiency with Excel and accounting systems (QuickBooks preferred) Experience with expense or credit card platforms (Ramp) is a plus Highly organized with strong attention to detail and follow-up skills Ability to work collaboratively with team members to accomplish objectives Ability to resolve differences through constructive dialogue   Language Skills: Ability to read, write and comprehend simple instructions, short correspondence, and memos Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization Ability to understand, apply and interpret legal/conceptual concepts such as contracts, laws, and GAAP principles Proficiency in English is required Bilingual preferred Computer Skills: Advanced proficiency in Excel.  Physical Demands: Substantial movements (motion) of the wrist, hands, and/or fingers in a repetitive manner Close vision (clear vision at 20 inches or less) Sedentary physical daily activities of an administrative nature Ability to walk up and down stairs multiple times a day Manual dexterity sufficient to reach/handle items, works with the fingers, and perceives attributes of objects and materials Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. This position will be located in our Willis, Texas office Well-lighted, heated and/or air-conditioned indoor office setting with adequate ventilation Moderate noise (examples: business office with phones, computers, and printers) Regular work hours (Monday-Friday, 8am-5pm) JOIN WEISINGERBuild Your Career With a Company That Invests in You Comprehensive Benefits • Career Advancement • A Company That Invests in You Weisinger offers competitive pay and a comprehensive benefits package designed to support you and your family. Employees receive paid holidays, vacation time, and an extended paid holiday break during Christmas and New Year’s. Our medical plans includes multiple plan options, with dental and vision offered as additional voluntary benefits. We also provide company‑paid life insurance & AD&D, and disability insurance, along with a large variety of employee‑paid ancillary options. A 401(k) plan with a company match further supports long‑term financial wellness. All benefits are subject to change annually or at any time at the discretion of the Chief Executive Officer.