Accounts Payable Specialist

Job Type: Full-Time

Work Hours: Monday to Friday, 8:00 AM to 5:00 PM Pacific Time, with a 1-hour break

Job Overview:

We are seeking a dependable and detail-oriented Accounts Payable Specialist to manage full-cycle AP for a growing equipment rental operation. This remote role supports a U.S.-based accounting team and focuses on accurate invoice processing, job cost and GL coding, and managing workflows in TimberScan and Sage 100. Responsibilities include vendor invoice entry, employee expense reports, reconciliations, vendor communications, credit applications, and dispute resolution. Construction industry experience is strongly preferred. The ideal candidate thrives on precision and takes pride in maintaining a clean, organized AP ledger.

Key Responsibilities:

Invoice Processing & Coding

• Perform day-to-day financial transactions, including verifying, classifying, routing, and processing invoices for payment through TimberScan and Sage 100.
• Review all incoming invoices for accuracy in pricing, quantities, and terms; compare against supplier quotes or purchase orders when applicable.
• Accurately code invoices to the correct general ledger accounts, job numbers, cost codes, and cost types.
• Route invoices for approval within TimberScan, post approved invoices to Sage 100, and prepare payment batches for review.
• Maintain complete and organized digital documentation for all payables.

Vendor Communication & Dispute Resolution

• Respond to vendor inquiries and communicate clearly regarding invoice or payment status.
• Research and resolve invoice discrepancies or pricing variances.
• Gather and maintain W-9s and vendor setup documentation.
• Complete vendor credit applications using internal templates and ensure timely submission.
• Collaborate with the Accounting Manager and Controller to resolve payment disputes or vendor issues.

Reconciliations & Reporting

• Perform monthly vendor statement reconciliations, ensuring all invoices are received, posted, and accurate.
• Identify and document missing or duplicate invoices; follow up with vendors or internal approvers as needed.
• Assist with month-end close tasks, including account tie-outs.

Employee Expense Reports & Miscellaneous Tasks

• Review and process employee expense reimbursements, verifying receipts, coding accuracy, and approvals.
• Support compliance with expense reporting and documentation standards.
• Provide assistance with audit requests or reporting as needed.

Cross-Company Collaboration

• While primarily assigned to one entity type (TORO or AFS/PSS), cross-train and assist other AP Specialists as needed to maintain consistency and coverage across all companies.

Qualifications:

• 3–5 years of accounts payable experience; construction industry experience strongly preferred.
• Hands-on experience with TimberScan and Sage 100 (required).
• Strong understanding of job cost accounting, GL coding, and AP workflows.
• Experience with vendor reconciliations, expense reports, and credit applications.
• Familiarity with Corpay or other AP automation tools (preferred).
• Experience with Point of Rental software (a plus, but not required).
• Highly reliable and consistent in meeting deadlines.
• Strong attention to detail and accuracy in coding and data entry.
• Excellent written and verbal English communication skills.
• Self-motivated, independent, and proactive in problem-solving.
• Honest and transparent communicator who seeks clarification when needed.
• Thrives in a structured, accuracy-focused work environment.
• Must be able to work U.S. Pacific Time hours (graveyard shift in PH).

Note: An NBI or police clearance will be required upon acceptance of the job offer.