Sr Accounts Payable Specialist

The Senior Accounts Payable Specialist is responsible for managing RRS Group’s accounts payable operations, ensuring accurate and timely processing of vendor and employee payments in accordance with company policies, internal controls, and U.S. GAAP. This role supports RRS Group’s Architecture, Real Estate, and project operations by maintaining strong vendor relationships, ensuring proper coding and documentation of expenses, and collaborating cross-functionally with Accounting, Project Management, Procurement, Development, and Operations teams.

The Senior Accounts Payable Specialist will play an important role in maintaining efficient financial processes across multiple projects, entities, vendors, and business functions while identifying opportunities to improve processes, automation, and reporting.

Essential Duties and Responsibilities

Perform full-cycle accounts payable functions, including coding, vouchering, reviewing, matching, and processing invoices while ensuring compliance with AP policies, procedures, and internal controls.

Process vendor and employee payment runs three times per month, ensuring payments are accurate, properly approved, and made on schedule.

Review invoices related to architecture, real estate, development, construction, property operations, professional services, and project-related expenses for accuracy and proper coding.

Review employee and corporate card expense reports submitted through Coupa, ensuring expenses comply with RRS Group policies and are properly documented.

Review purchase requisitions submitted through ServiceNow for appropriate approvals, coding, supporting documentation, and compliance with internal policies.

Collaborate with Project Managers, Architects, Real Estate teams, Procurement, and Operations to resolve invoice discrepancies, obtain approvals, and maintain accurate project financial records.

Prepare month-end accruals and related journal entries for outstanding vendor invoices, project expenses, and other applicable costs.

Respond to vendor and employee inquiries regarding invoices, payments, account balances, and payment status while maintaining professional and responsive relationships.

Set up and maintain vendor records in SAP, including W-9 and W-8BEN documentation and other required vendor information.

Maintain accurate and organized accounts payable files, records, approvals, and supporting documentation.

Assist with annual financial audits by providing AP documentation, schedules, reconciliations, and supporting information to external auditors.

Assist with UAT testing, system enhancements, process improvements, and automation initiatives designed to improve AP efficiency and accuracy.

Prepare and generate 1099 forms in compliance with IRS requirements, ensuring vendor information and reportable payments are accurate and complete.

Assist with reconciliations, reporting, and other accounting activities as needed.

Support special Accounting and Finance projects, including initiatives related to process optimization, system implementation, and operational efficiency.

Maintain confidentiality of financial, vendor, employee, and company information.

Perform other duties as assigned.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements below represent the knowledge, skills, and abilities required for this position.

Bachelor’s or Associate degree in Accounting, Finance, Business, or a related field, or equivalent combination of education and relevant experience.

1–3 years of experience in an Accounts Payable Specialist or similar accounting role.

Experience supporting real estate, architecture, construction, property management, professional services, or project-based organizations is preferred.

Strong understanding of U.S. GAAP, general accounting principles, and accounts payable processes.

Strong understanding of invoice coding, three-way matching, purchase orders, accruals, and vendor management.

Proficient in Microsoft Office, with intermediate to advanced Excel skills.

Experience working with ERP and financial systems; SAP experience preferred.

Experience with AP, procurement, expense management, or workflow platforms such as Coupa and ServiceNow is preferred.

Strong attention to detail and ability to identify discrepancies and resolve issues accurately.

Excellent communication and interpersonal skills with the ability to work effectively with internal teams, vendors, contractors, consultants, and other external partners.

Strong organizational and time-management skills with the ability to manage multiple priorities and deadlines.

Ability to work effectively in a fast-paced, multi-entity, and project-driven environment.

Self-motivated team player with a strong work ethic, positive attitude, and commitment to continuous improvement.

Ability to handle confidential financial information with professionalism and discretion.

Strong analytical, problem-solving, and decision-making skills.

Ability to identify opportunities for process improvement, automation, and operational efficiency.

Ability to work collaboratively across Accounting, Finance, Architecture, Real Estate, Development, Project Management, Procurement, and Operations teams.

Preferred Qualifications

Experience with real estate or project accounting.

Experience processing invoices associated with construction, development, design, engineering, property operations, or professional services.

Experience supporting multiple legal entities, projects, properties, or business units.

Familiarity with 1099 reporting and IRS requirements.

Experience with ERP implementations, UAT, workflow automation, or AP process optimization.

Advanced Excel skills, including PivotTables, lookups, data analysis, and reporting.