Accounts Payable Specialist (Vendor Communications & Payment Schedulin

Job Description

We are seeking an experienced Accounts Payable Specialist to manage vendor relationships, payment schedules, and cash flow forecasting. The ideal candidate will be organized, proactive, and comfortable communicating directly with vendors while ensuring accuracy and accountability in Accounts Payable.

What You’ll Do

Serve as the primary point of contact for vendor communications regarding invoices, payments, and account status.

Use Sage 300 CRE to enter invoices, process payments, and manage vendor accounts.

Maintain and update a weekly 8–12 week cash flow forecast in coordination with management.

Segment vendors into critical, strategic, and deferrable categories and prioritize payments accordingly.

Provide clear and honest updates to vendors on payment timing and amounts (including partial payments when necessary).

Ensure timely escalation of vendor disputes or urgent issues to management.

Prepare weekly reports for management on upcoming payment obligations and cash flow status.

Collaborate with the accounting team to ensure accuracy in vendor records and reconciliation.

What We’re Looking For

Prior AP experience in a construction, building services, or property management environment strongly preferred.

Knowledge of plumbing, sprinkler, mechanical, boiler, and HVAC service industries is a plus.

Proficiency with Sage 300 CRE, Excel, and Microsoft Office Suite (Power Automate experience is a plus).

Strong organizational skills with the ability to manage a high volume of invoices and vendor accounts.

Excellent communication skills, with the ability to maintain professionalism and trust in vendor interactions.

Proactive and detail-oriented, able to anticipate issues and escalate when necessary.

Comfortable balancing priorities in a fast-moving environment.

What We Offer

Competitive pay with growth opportunities.

A supportive team environment with clear processes and tools.

Training on Sage 300 CRE and our company’s payment procedures.

If you have the experience, organizational skills, and professionalism to manage vendor relationships and payment scheduling effectively, we want to hear from you.

Full-time