Description:
Since 2019, we have been Voted Top Workplaces in Madison!
Since 1984, our commitment to outstanding performance and integrity, in every aspect of our business, has prevailed. We continue to provide our clients with comprehensive solutions, quality construction service, and excellence in property management all based on a vision driven by values.
The Accounts Payable and Project Billing role is to support the construction accounting division in any capacity needed. This is a full-time position located at our corporate office in Madison. There is the potential for this position to be hybrid after training and tenure. We offer competitive compensation and benefits packages, as well as opportunities for growth and development within the company.
Accounts Payable includes but are not limited to the following:
- Scan and enter invoices into CMIC's Imaging system weekly for routing to approvers through an automated workflow system.
- Weekly follow up with the Project Managers and Department approvers for timely return of pending invoices as well as keep Project Managers current on problem invoices.
- Voucher and post approved invoices ~3 times a week to update project and overhead cost.
- Responsible for weekly overhead check runs, credit card statements and online payments. This includes processing One-Use credit card payments for our VISA Venders.
- Follow up on mystery invoices and vender statements showing outstanding balances.
- Monitor the Rejected bucket in Imaging for invoices that failed to launch through workflow and resubmit accordingly.
Project Billing includes but are not limited to the following:
- Responsible for preparing Owner billings on a monthly basis utilizing both Textura Payment Management and CMIC Job Billing.
- Mapping approved Owner Change Orders's and Sub Change Orders's in Textura.
- Auditing Textura's Import/Export of Invoices, Payments, Contracts, Sub Change Orders from CMIC to/from Textura.
- Preparing the Over/Under calculation spreadsheet to confirm the draw covers Cost plus Fee.
- Routing the draw DRAFT internally for approval before distributing it externally for pencil draw meetings. Sending the final draws directly to the Owner or project architect for signatures.
- Compiling documents for subcontractor/Vender monthly payment approvals sworn statements, 2nd tier lien waivers and sign in forms.
- When project funds are received, authorizing approved subcontractor/vender payments in Textura for disbursement by the CFO.
- Collecting all subcontractor/vender lien waivers and submitting to title to allow draw funds to be released within 25-30 days from submission of Horizon's Application for Payment to Owner.
- Review all PO's (Purchase Orders) for Venders not charging sales tax. Forward copies of those invoices to the Manager of Construction Accounting for Use Tax submission to the state.
Project Closeout:
- AR Calls are performed at 75% project completion for those subcontractors identified by the CFO.
- Audit Subcontract/PO totals match between CMIC and Textura to ensure no contract will be over paid.
- Ensure all O&M/Warranty documents are received and all 2nd tier FLW's have been received prior to paying out final payments to our subcontractors/venders.
Requirements:
Preferred Experience:
- Previous experience in accounts payable, administrative roles, or construction.
Required Knowledge and Skills:
- Typing speed of at least 45 words per minute and data entry speed of 6000 keystrokes per hour.
- Clear and effective communication skills, both verbal and written, with third-party contacts, subcontractors, and office team members.
- Ability to manage multiple projects, meet critical deadlines, and maintain good follow-up.
- Capability to perform quality work within deadlines, with or without direct supervision.
- Effective teamwork skills and the ability to contribute to all assignments.
- Proficiency in handling multiple deadlines with critical timelines.
- Problem-solving skills, including the ability to gather and analyze information skillfully.
- Ability to maintain confidentiality, remain open to others' ideas, and exhibit a willingness to try new things.
- Strong presentation skills, with the ability to speak clearly and persuasively in various situations.
- Demonstrated accuracy and thoroughness to ensure quality work.
- Adaptability to changes in the work environment, managing competing demands, and dealing with frequent changes, delays, or unexpected events.
- Consistent attendance and punctuality, following instructions, responding to management direction, and soliciting feedback to improve performance.
- Ability to work under stress, interruptions, and tight deadlines.
Other Qualifications:
- Proficiency in Microsoft Word and Excel is required.
Physical Demands and Work Environment:
- The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- While performing the duties of this job, the employee is regularly required to sit, stand, write, and operate a computer keyboard, standard office equipment, and telephone. The employee regularly communicates with customers. The employee is frequently required to move about and reach for items. The employee may occasionally lift and/or move up to 25 pounds.
Compensation details: 22-25 Hourly Wage
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