Accounts Payable Specialist

ABOUT HKIT ARCHITECTS

HKIT Architects is a design firm based in downtown Oakland which has been servicing the Bay Area for over 75 years.  The firm is known for its work with TK-14 educational facilities, affordable housing and other community-based work. Our mission is to create meaningful, sustainable environments through beautiful and functional design that strengthens communities.

We encourage qualified applicants to apply to join our dynamic, diverse mid-sized firm of professional staff dedicated to supporting our mission.  

For more information view our website: www.hkit.com

POSITION SUMMARY

We are looking for a self-motivated, and energetic Accounts Payable Specialist with prior experience in the A/E/C industry to support the finance department.

This role is full-time in-office with the possibility of hybrid work after introductory period.  The position reports to the Director of Finance. 

POSITION RESPONSIBILITIES include but not limited to

• Entire accounts payable process: entering invoices, reconciliation of credit card, creating new vendors, issuing checks, certificates of insurance, in an accurate and timely manner as directed.
• Analyzes incoming invoices with understanding of overhead, allowable/non-allowable expenses and contract terms and conditions.
• Maintain and reconcile accounts payable ledger to validate charges and ensure accurate and timely payments.
• Assist Project Accountant with preparation of Consultant Authorizations, AIA agreements, service/work orders, provide invoice backup, scanning and filing. File preparation and maintenance of contract and billing documents.
• Work with Insurance Brokers to track/request/maintain Certificates of Insurance for Clients/Consultants.
• Reconcile incoming consultant invoices against work authorizations for accuracy and adherence to budgets. Responsible for working with the Consultant, Director of Finance and Principal for resolution of any anomalies.
• Process employee expenses reports and Timesheets.
• Maintain Project files on the server, Deltek Vantagepoint, and in office.
• Prepare annual 1099’s and work with Director to coordinate completion of other year-end tasks.
• Monitor/respond to the accounting email inbox requests throughout the day.
• Perform various clerical accounting and essential tasks as necessary for the position and as directed by Management.
• Maintain quality working relationships with all internal and external customers, demonstrating positive, professional, and efficient handling of issues.
• Archive accounting files and assist with offsite storage requisitions/logistics.
• This position’s work is closely managed. Works on projects/matters of limited complexity in a support role.

QUALIFICATIONS AND SKILLS

• 2-5 years of related experience in A/E/C Industry
• Knowledge of GAAP
• Proficiency in MS Office (Excel skills required)
• Experience using Deltek Vantagepoint a plus
• Exceptional organizational and follow-up skills
• Strong written and oral communication skills
• Can-do attitude with the ability to work independently, take initiative, prioritize own work and frequently update status of assigned tasks.
• Must be able to maintain strict confidentiality rules.

COMPENSATION AND BENEFITS

The annual pay range for this role will be $63,000 - $74,000.  HKIT Architects offers eligible employees a rich benefit package including medical, dental & vision insurance, life, LTD & STD insurance, FSA and 401k plans. 

HOW TO APPLY

Interested applicants should send a cover letter, resume and portfolio to careers@hkit.com. Subject must include Job # 2402.