Assistant AP Manager (Construction)

Company Overview:

Waterline Industries is a multi-award-winning, employee-owned general contractor headquartered in Seabrook, New Hampshire. We specialize in the construction and rehabilitation of water and wastewater treatment facilities throughout New England. We take pride in our outstanding industry reputation and recognize the critical role our work plays in sustaining vital infrastructure and supporting the communities we serve, ensuring exceptional quality, safety, and consistency on every project.

Position Overview:

Waterline is seeking a detail-oriented and collaborative Assistant Accounts Payable Manager to support and oversee daily Accounts Payable operations in a fast-paced construction environment. This position plays a key role in ensuring timely invoice processing, maintaining vendor compliance, coordinating budgeting activities, and supporting financial reporting. The successful candidate will work closely with Project Managers, field leadership, accounting staff, and executive management to maintain accurate financial records and efficient AP processes.

Key Responsibilities:

Accounts Payable Management -

• Assist in managing all aspects of the Accounts Payable function, excluding vendor payment processing.
• Supervise and support Accounts Payable Assistant(s).
• Batch, process, post, and maintain invoice records.
• Review employee non-job reimbursement requests and route for appropriate approval.
• Export and post subcontract information from GCPay and Trimble Pay into Viewpoint/Vista.
• Resolve escalated vendor inquiries, account discrepancies, and delinquency issues.
• Review weekly check runs to ensure accuracy and completeness.
• Maintain organized AP records and documentation.

Vendor Administration -

• Set up new vendors upon authorization and obtain required tax documentation, including W-9 forms.
• Maintain the integrity and accuracy of the Vendor Master database.
• Complete credit applications for new vendors.
• Maintain company credit references and vendor compliance records.
• Help ensure accurate vendor tax reporting and annual compliance requirements.

Credit Card & Reporting Functions -

• Process and reconcile company credit card accounts monthly.
• Prepare and distribute credit card transaction reports to Project Managers and company leadership.
• Assist with various financial reports and account analysis as needed.

Budgeting & Financial Support -

• Coordinate the annual budget process across departments.
• Review submitted budgets with the CFO and assist in preparing preliminary budget reports.
• Enter approved budgets into Viewpoint/Vista.
• Provide quarterly budget analysis and reporting to leadership.
• Assist with month-end and year-end accounting activities.

Compliance & Administrative Support -

• Prepare and file annual 1099 forms through Aatrix.
• Prepare and file Form 1096 in accordance with reporting deadlines.
• Communicate unresolved accounting issues to management and recommend solutions.
• Support process improvements and internal control initiatives.

Qualifications:

Required -

• Associate's degree in Accounting, Finance, Business Administration, or equivalent experience.
• 3+ years of Accounts Payable or accounting experience.
• Previous experience leading, training, or supervising accounting support staff.
• Strong knowledge of invoice processing, account reconciliations, and vendor management.
• Proficiency in Microsoft Excel and accounting software systems.
• Excellent organizational skills and attention to detail.
• Strong communication and problem-solving abilities.
• Ability to manage multiple priorities and meet deadlines.

Preferred -

• Construction industry accounting experience.
• Experience with Viewpoint/Vista ERP.
• Experience with GCPay, Trimble Pay, and Aatrix.
• Budget preparation and financial reporting experience.
• Knowledge of 1099 compliance and reporting requirements.

Benefits:

We offer a comprehensive benefits package including health, dental, life, flex spending plans, paid time off, holidays, short- and long-term disability, 401k and match, ESOP participation, and corporate gym.

We are proud of our outstanding reputation in the industry and know that what we do is imperative to the sustainability of our infrastructure and future. Our next-in Employee-Owners understand the importance of maintaining and building these facilities and their impact on the towns and municipalities they service and will be dedicated to providing the same level of professionalism and quality that the company has been recognized for nearly 40 years.

Pay: $30.00 - $40.00 per hour

Expected hours: 40.0 per week

Benefits:

• 401(k)
• 401(k) matching
• 403(b)
• Dental insurance
• Disability insurance
• Employee assistance program
• Flexible schedule
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• On-site gym
• Opportunities for advancement
• Paid sick time
• Paid time off
• Parental leave
• Professional development assistance
• Referral program
• Retirement plan
• Vision insurance

Experience:

• Construction: 5 years (Required)

Work Location: In person