AP Specialist

InPwr, Inc. is looking for a AP Specialist!

We are an award-winning electrical design-build firm headquartered in Indianapolis, IN, with offices in Denver, CO, and Los Angeles, CA. Named a 2019, 2022, and 2023 Top Places to Work, we believe in building it better, focus on complex opportunities, and taking the electrical design to the next level, with licenses in over forty states and projects across the nation.

We InPwr people through personal commitment, relentless dedication, and driving results together. Come Join us!

SUMMARY:

The Accounts Payable Specialist is responsible for the accurate and timely processing of all outgoing payments for InPwr Inc. This role is central to the integrity of the company's financial operations and serves as a critical line of defense in protecting InPwr from unauthorized payments, vendor fraud, and financial loss. The ideal candidate understands that accounts payable is not simply a transactional function; it is a controls function. Every invoice processed, every vendor added, and every payment released must follow established authorization protocols and be fully documented.

KEY RESPONSIBILITIES

Invoice Processing

• Receive, review, and process invoices in Spectrum in accordance with InPwr's approved AP process
• Verify that all invoices carry documented approval from the designated internal contact (PM, APM, or PC) before entry into the payment queue.
• Flag and hold any invoice that lacks proper documentation, contains discrepancies, or falls outside the scope of an existing agreement; communicate with the relevant internal contact to resolve prior to processing.
• Communicate professionally and promptly with both internal teams and external vendors to resolve invoice questions, disputes, or coding issues.

Payment Processing

• Coordinate with the Controller or CFO on payment timing and cash flow considerations to ensure timely payment within vendor terms and to avoid penalties or disruption.
• Confirm that all required approvals and documentation are in place before releasing any payment. Do not initiate payment based on verbal instruction alone.
• Issue lien waivers to vendors as required upon payment; track outstanding waiver requests and follow up to ensure timely return and filing.

Vendor Management

• Distribute new vendor packets upon request and manage the full onboarding workflow through to system setup in Spectrum.
• Communicate with vendors regarding payment status, remittance details, and dispute resolution in a professional manner.
• Reconcile vendor statements against the accounts payable ledger monthly to identify and resolve discrepancies in a timely manner with appropriate documentation.
• Escalate any requested changes to vendor banking or remittance information for CFO review before updating the record.

Recordkeeping and Reconciliation

• Maintain organized, audit-ready records of all AP transactions, approvals, and supporting documentation.
• Reconcile accounts payable transactions with the general ledger and assist with bank statement reconciliation as directed by the Controller or CFO.
• Support month-end and year-end close processes, including accrual preparation, open payables reporting, and audit support as requested.

Compliance

• Ensure all AP processes comply with applicable tax regulations, including 1099 tracking and reporting requirements.
• Monitor AP activity for adherence to InPwr's policies and internal controls; report any observed control gaps or potential policy violations to the CFO immediately.
• Understand that compliance with this role's control requirements is a condition of continued employment, not an optional best practice.

Reporting

• Generate and distribute regular AP aging reports, open invoice summaries, and payment activity reports for Controller, CFO and other leadership review.
• Provide supporting schedules and documentation for internal or external audits upon request.

REQUIRED SKILLS

• Exceptional attention to detail, with demonstrated ability to catch discrepancies before they become errors
• Strong organizational skills and ability to manage a high volume of invoices and deadlines simultaneously
• Professional written and verbal communication skills for interaction with vendors, project teams, and senior leadership
• Research and problem-solving ability to investigate invoice discrepancies, reconciling items, and vendor disputes
• Comfort operating within a structured controls environment and willingness to enforce process even under internal pressure

QUALIFICATIONS

• Minimum 3 years of experience in accounts payable
• Prior experience in the construction industry or with a project-based business is strongly preferred

BENEFITS:

• Medical, Dental, Vision and Life Insurance 100% company paid for employees
• Paid vacation & holidays
• 401(k) company match
• 30-day paid sabbatical every 5 years of employment
• Stable employment with a growing company
• Competitive salary and opportunities for growth

Working/ Environment/ Physical Demands to successfully perform the essential functions of this job. This is a stationary position that requires frequent sitting or standing, repetitive wrist motions, grasping, speaking, listening, close vision, color vision, and the ability to adjust focus. The employee must occasionally lift and/or move up to 50 pounds, work in warehouse and occasional job site environments and regularly use computers and handheld devices. Employees in this position must be physically able to efficiently perform the essential functions of the position.

EEO, Drug Free Workplace

Safety has always been our priority. Along with the usual protocols to protect our workforce, vendors, and business partners, we’ve implemented additional safety standards, specifically in response to minimizing the possibility of transmission of the COVID-19 virus. Along with CDC recommended guidelines associated with hand-sanitization and safe-distancing, we’ve established procedures to reduce exposure and susceptibility. These include providing personnel with appropriate PPE, limiting non-essential foot traffic, added cleaning protocols, and encouraging open lines of communication for feedback, questions, and concerns. Employment contingent upon successful completion of background investigation and drug screening. Smoke-free workplace. Drug-free work environment according to Federal Law.

InPwr Inc is not currently hiring individuals for this position who now or in the future require sponsorship for employment visa status. Our hiring process includes drug & alcohol screening, E-verify, driving record, and background check. InPwr Inc. is an Equal Opportunity Employer and a Drug-Free Workplace Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status.

Visit us at www.inpwrinc.com to apply online!