Accounts Payable and Expense Specialist

Accounts Payable and Expense Specialist 

Role Description: Huitt-Zollars’ Dallas office is looking for an Accounts Payable & Expense Specialist to join our team. The ideal candidate will have a can-do attitude, strong organizational and customer service skills, and a keen sense for detail. This position is responsible for processing and managing company payments, maintaining accurate financial records, and ensuring timely payment of invoices and expenses. This role supports the accounting department by verifying transactions, reconciling accounts, and maintaining employee and vendor relationships. We are a leading Architectural and Engineering firm. We provide quality solutions for our clients and employment opportunities for qualified talent.

Location: Dallas, Texas

Employment Type: 40 FT Hours

Compensation Type: Salary

Education: Bachelor's degree in accounting, finance, business administration or a related field is required

Duties:

• Review employee expense reimbursement submissions for policy compliance, including per diem limits, mileage rates, travel and lodging thresholds, meal allowances, and required supporting documentation.
• Identify and investigate policy violations, duplicate submissions, split transactions, personal charges, and unusual spending patterns; document findings and escalate as appropriate.
• Create and confirm that all expenditures are recorded in the correct general ledger accounts and, where applicable, allocated to the correct job/cost code or project in compliance with the contract, posting to the general ledger on a bi-weekly basis
• Prepare and issue payments by check, ACH, wire transfer, or other payment methods.
• Serve as a resource for employees and supervisors regarding financial policies and compliance requirements.

Other Duties:  

• General Ledger Account Reconciliations.
• File Maintenance.
• Research and respond to internal and external client inquiries.
• Assist in ad hoc projects as assigned.

Qualifications:

• Bachelor's degree in accounting, finance, business administration or a related field is required.
• Experience in construction, engineering, or a project-based industry preferred.
• Familiarity with job cost accounting and project cost coding are preferred.
• Strong proficiency with Microsoft Office Suite, Adobe Acrobat, and experience with an accounting/ERP system, Deltek Vision or Vantagepoint is a plus.
• Demonstrated ability to analyze transactions, identify exceptions, and document findings clearly.
• High degree of integrity and objectivity, with the ability to maintain independence and handle sensitive information with discretion.
• Strong attention to detail, analytical thinking, and organizational skills.
• Effective communication skills, including the ability to present findings diplomatically and hold difficult conversations around non-compliance.
• Ability to manage deadlines and handle multiple tasks efficiently.  

Corporate Support Role Annual Performance Goals & Expectations:

• Having a deep understanding of how your work and contributions as a co-owner add to Huitt-Zollars’ mission and core values.
• Understands, follows, and enforces Huitt-Zollars' business process.
• Maintains a safe and hazard-free work area and operates with a 'safety first' approach to their work - even within an office setting.
• Takes on more responsibilities and actively seeks out opportunities to grow/learn beyond their typical key responsibilities that add value to the quality, efficiency, and/or profitability of a project(s), a team(s), or the Company’s performance.
• Routinely produces quality work and outcomes on their assignments, following HZ's QMS and other departmental quality control procedures.
• Offers innovative ideas to enhance best practices within the corporate department's operations that are used and implemented.

This position is also required to adhere to Huitt-Zollars’ Core Value Competencies

About Huitt-Zollars:

• Huitt-Zollars, Inc. is a privately held, 100% employee-owned leading Architectural and Engineering (A/E) firm since being established in 1975. Since then, our firm has been providing innovative planning, engineering, architectural and interior design, construction and program management, and design-build services to our clients. 
• Located in more than 20 locations throughout 11 different US states, Huitt-Zollars holds a vision to improve the environment in which we live, work, and play. Employees/co-owners can expect to collaborate with their team, listen to client and community needs, and deliver world-class professional services. Learn more about a career with #teamHZ by viewing our LinkedIN Life page.

Benefits & Perks:

• Health insurance (BCBS TX BlueChoice PPO)
• Dental insurance (BCBS TX BlueChoice PPO)
• Vision insurance (BCBS TX BlueChoice PPO)
• MDLive Telehealth
• Employer-Paid Short- & Long-Term disability
• 8 Paid Holidays
• Employee Morale/Teambuilding events and activities
• Paid Vacation/Annual Leave 
• Paid Sick Leave
• Tuition Reimbursement
• Commuter Benefits
• Professional Societies and Registrations Fee Reimbursements
• Term Life / AD&D insurance
• Cancer and Specified Disease insurance
• Two retirement plans: 401(k) and an ESOP
• Work for an Employee-Owned firm

This position will office out of our Dallas, TX location in a 'Class A' office space including a state-of-the-art gym (no cost), covered parking, food court, and more.

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer
• Must be able to lift up to 25 pounds at times
• May be required drive to visit client or project sites for short periods of time
• The employee must be able to concentrate on details, work under deadline pressures, apply sound logic and judgment, and prioritize tasks and responsibilities

Applicants must be legally authorized to work for Huitt-Zollars in the U.S. without employer sponsorship. Currently, Huitt-Zollars does not sponsor H1-B or any other work visa petitions.

Huitt-Zollars does not accept unsolicited resumes from third-party recruiters without a previously signed third-party agreement. Any unsolicited third-party resumes forwarded by recruiters to any Huitt-Zollars hiring manager or employee will be considered public information, may be treated as a direct application from the person identified in the resume, and will not be eligible for placement fee payment to the agency submitting the unsolicited resume. Huitt-Zollars will not pay a fee to a third-party recruiter or agency that has not coordinated their recruiting activity with the appropriate member of the Human Resources team and without an active, fully executed service agreement. 

All qualified applicants will receive consideration for employment without regard to race, color, sex, sexual orientation, gender identity, religion, national origin, disability, veteran status, or any other legally protected status. Huitt-Zollars is a federal contractor and subcontractor and abides by the requirements of 41 CFR 60-300.5(a) and 41 CFR 60-741.5(a), which prohibit discrimination against qualified individuals based on protected veteran status or disability and require affirmative action to employ and advance qualified protected veterans and individuals with disabilities.