Accounts Payable (AP) Systems + Control Specialist
Who We Are
Schamber Company is a $50M residential and multifamily electrical contractor serving major builders across Southern California. We complete approximately 4,000 homes annually and operate a no-inventory model, where all materials ship directly to job sites from vendors.
This creates a high-volume, system-driven accounts payable environment where accuracy directly impacts field operations, job cost integrity, and vendor relationships.
We operate with discipline across six KPI categories:
- People
- Quality & Service
- Finance
- Growth
- Efficiency
- Technology
This role is part of the Administration team and is a core financial control and systems execution function.
Role Summary
This is not a clerical AP role.
You operate within a partially automated invoice processing system (Trimble Auto Invoice + Spectrum ERP) and are responsible for:
- Ensuring system-generated data is accurate before it impacts financials
- Managing exceptions and correcting automation errors
- Protecting job cost accuracy at scale
- Maintaining vendor integrity and payment accuracy
You are the control point between automation, vendors, and job cost accounting.
Key Responsibilities1. Automated Invoice Processing & Control
- Process ~1,200 invoices per month using Trimble Auto Invoice and Spectrum ERP
- Review OCR-captured invoices for accuracy:
- Vendor assignment
- Invoice number, date, totals
- Line items and pricing
- Match invoices to purchase orders, job codes, and delivery confirmations
- Identify and resolve system exceptions:
- OCR misreads
- Duplicate invoice flags
- Missing or incorrect job coding
- Perform final validation before posting — no downstream corrections
2. AP Systems Management (Trimble Auto Invoice)
- Monitor Auto Invoice queue daily
- Clear system exceptions and flagged invoices
- Correct OCR-related errors and incomplete data capture
- Ensure proper invoice routing (approvals, coding, posting)
- Minimize manual intervention through disciplined processing
- Identify recurring system issues and escalate for correction
- Support continuous improvement of automation rules and workflows
3. Job Cost Protection & Accuracy
- Ensure correct job and cost code assignment on every invoice
- Verify materials billed align with actual job site delivery
- Identify and resolve:
- Incorrect job allocations
- Duplicate shipments or billings
- Billing vs delivery mismatches
- Flag unauthorized or non-PO purchases
- Prevent misallocated costs from reaching financial reporting
4. Vendor Management & Data Integrity
- Manage vendor onboarding and maintenance:
- W9 collection
- ACH/payment setup
- Contact information
- Maintain vendor records in Spectrum ERP
- Prevent duplicate vendor creation and incorrect entity setup
- Track 1099 classification and ensure data accuracy
- Perform ongoing data audits for vendor record integrity
5. Vendor Communication & Reconciliation
- Serve as primary AP contact for vendors (CED, United Electric Supply, etc.)
- Resolve invoice discrepancies and billing issues
- Perform vendor statement reconciliations
- Communicate payment status and remittance details
- Escalate unresolved issues with clear documentation
6. AP Inbox & Workflow Control
- Maintain shared AP inbox with zero backlog expectation
- Triage and prioritize invoices and vendor inquiries daily
- Meet same-day response SLA for all vendor communication
- Categorize invoices:
- PO-backed vs non-PO
- Urgent vs routine
- Enforce standardized invoice submission requirements
7. Payment Processing & Financial Controls
- Prepare and validate payment batches (check + ACH)
- Perform pre-payment audits:
- Duplicate detection
- Pricing validation
- Proper approvals and documentation
- Support ACH file preparation and validation
- Manage payment exceptions:
- Voids
- Reissues
- Stop payments
- Track and apply credits and credit memos
- Send remittance details to vendors
- Reconcile American Express and other company credit card statements
- Validate all credit card transactions against receipts, job codes, and supporting documentation
- Identify and resolve:
- Missing receipts
- Incorrect job allocations
- Unauthorized or duplicate charges
- Ensure credit card activity is accurately recorded and coded in the ERP
- Support monthly close by ensuring all card transactions are posted and reconciled
8. Compliance, Audit & Fraud Prevention
- Ensure W9 collection and validation for all vendors
- Flag missing or incomplete tax documentation
- Support accurate 1099 reporting
- Validate vendor banking changes using verification procedures
- Maintain complete audit trail in ERP
- Document all discrepancies and exception handling
9. Month-End Close Support
- Ensure all invoices are posted before close deadlines
- Assist with AP aging review and cleanup
- Identify:
- Received not invoiced (RNI) items
- Missing vendor billings
- Support reconciliation of AP subledger to GL
- Provide documentation for Controller and audit requests
10. Reporting & Issue Visibility
- Support AP aging reporting
- Track invoice volume, backlog, and error rates
- Identify trends in:
- Vendor errors
- Late submissions
- Recurring discrepancies
- Escalate systemic issues affecting financial accuracy or operations
11. Process Discipline & Continuous Improvement
- Execute AP workflow with checklist-driven discipline
- Maintain and improve documented SOPs
- Identify automation and efficiency opportunities
- Support ERP improvements and workflow optimization
- Standardize repeatable processes to improve scale
12. Vergo Workflow & Expense Processing
- Submit and manage Vergo transactions for approvals and processing
- Review submitted expenses for:
- Proper documentation
- Correct job and cost code assignment
- Policy compliance
- Ensure all Vergo transactions are captured and posted accurately into the ERP
- Follow up on missing or incomplete submissions from employees
- Identify recurring errors or misuse patterns and escalate appropriately
Skills & Experience Required
- 2+ years in Accounts Payable or accounting operations
- Experience working in ERP systems (Spectrum preferred)
- Experience with automated invoice processing systems (OCR/AI strongly preferred)
- High attention to detail — accuracy is non-negotiable
- Strong problem-solving and exception-handling ability
- Ability to manage high-volume transactional workflows
- Strong follow-through and ownership mindset
- Clear written vendor communication skills
- Basic Excel or Google Sheets proficiency
- Ability to work independently in a structured environment
- Construction or subcontractor experience preferred
