AP & Compliance Manager

Accounts Payable Management

• Manage the full accounts payable process, including invoice intake, review, coding, approvals, and payment processing.
• Review and process vendor and subcontractor invoices to ensure accuracy, proper documentation, and compliance with contract terms.
• Verify invoices are coded to the correct project and cost codes within the accounting system.
• Coordinate payment processing and maintain organized records of all payments issued.
• Maintain vendor files, including W-9 forms and vendor setup documentation.
• Communicate with vendors and subcontractors regarding invoice discrepancies or missing documentation.

Payment Applications & Billing Support

• Prepare, assemble, and submit payment applications for public agencies and private owners when required.
• Ensure payment packages include all required backup documentation, including certified payroll, lien waivers, approved change orders, subcontractor backup, and agency-specific forms.
• Track payment application status, approvals, and re submissions.
• Follow up with agencies and project teams to support timely billing and payment collection.
• Assist the accounting team with accounts receivable support and owner billing documentation when required.

Subcontractor Compliance & Documentation

• Track and manage Certificates of Insurance for subs and vendors to ensure coverage is current and compliant with contract requirements.
• Collect, review, and track conditional and unconditional lien waivers/releases, COIs, executed contracts, and required project documentation from subcontractors and suppliers.
• Verify that required compliance documentation is complete prior to payment release.
• Maintain organized compliance logs and documentation for all active projects.Maintain and manage subcontractor compliance tracking system to monitor required documentation including certificates of insurance, lien waivers, executed contracts, and other compliance materials.
• Track expiration dates for insurance policies and proactively follow up with subcontractors to obtain updated documentation.
• Ensure subcontractors are fully compliant prior to issuing payments or approving pay applications.

Public Agency & Certified Payroll Compliance

• Collect, track, and review certified payroll submissions for public works projects.
• Ensure compliance with prevailing wage and public agency reporting requirements. Maintain organized records and logs of certified payroll documentation and compliance reporting to ensure all subcontractor payroll reports are received and compliant prior to processing payment.
• Assist in ensuring compliance with documentation requirements for public agencies, municipalities, and government entities.
• Support project teams with documentation required for agency submissions, certified payroll reporting, and prevailing wage compliance.
• Coordination with Project Management & Purchasing
• Coordinate with the purchasing team to ensure purchase orders, subcontract commitments, and invoices align.
• Assist with documentation related to subcontracts, purchase orders, and vendor agreements.
• Work closely with project managers to ensure proper documentation supports project billing and payment processing.
• Support project teams by ensuring compliance documentation is in place for billing, pay applications, and project closeout requirements.

Qualifications

• 5+ years of experience in construction accounting or accounts payable.
• Experience with public works projects and certified payroll compliance strongly preferred.
• Familiarity with prevailing wage and public agency requirements.
• Experience using construction accounting or project management systems (Project Sight, Spectrum, or similar platforms).
• Strong organizational skills with exceptional attention to detail.
• Ability to manage multiple projects, deadlines, and documentation requirements simultaneously.
• Proficiency in Microsoft Office Suite
• Strong written and verbal communication skills.
• Ability to work effectively with project managers, subcontractors, vendors, and accounting staff.