Accounts Payable

Description

The Accounts Payable Specialist is responsible for managing the company's accounts payable functions, ensuring vendor invoices are processed accurately and paid in a timely manner. This position plays an important role in supporting daily HVAC operations by maintaining accurate financial records, managing vendor relationships, reconciling statements, and coordinating payments for equipment, materials, subcontractors, and other business expenses.

The ideal candidate is highly organized, detail-oriented, dependable, and able to manage multiple priorities in a fast-paced HVAC environment.

Requirements

Essential Duties and Responsibilities

Accounts Payable Processing

• Receive, review, code, and enter vendor invoices into the accounting system.
• Match invoices to purchase orders, receiving documents, and approved work orders when applicable.
• Verify invoice accuracy, pricing, quantities, and proper approvals.
• Process weekly vendor payments through checks, ACH, and electronic payment methods.
• Ensure invoices are paid according to established payment terms.
• Identify and resolve duplicate invoices, discrepancies, and billing issues.
• HVAC Vendor and Purchasing Support
• Process invoices for HVAC equipment, parts, supplies, tools, and materials.
• Manage invoices from equipment suppliers, distributors, subcontractors, and service vendors.
• Verify that purchases are properly assigned to the correct job, department, or cost code.
• Communicate with purchasing, warehouse, service, and installation departments regarding invoice discrepancies.
• Assist with tracking outstanding purchase orders and vendor credits.
• Maintain positive relationships with vendors and suppliers.
• Reconciliation and Recordkeeping
• Reconcile vendor statements monthly and resolve outstanding balances.
• Research missing invoices, unapplied credits, and payment discrepancies.
• Maintain accurate and organized accounts payable records.
• Ensure proper documentation is maintained for audits and financial reporting.
• Assist with month-end closing activities and accounts payable accruals.
• Administrative and Financial Support
• Respond to vendor inquiries regarding invoice status and payment schedules.
• Maintain W-9 forms and vendor information.
• Assist with collecting and maintaining subcontractor insurance certificates and other required documentation.
• Monitor accounts payable aging reports.
• Assist the accounting department with additional administrative and financial duties as needed.

Qualifications and Requirements

• 2+ years of accounts payable or general accounting experience preferred.
• Experience working for an HVAC, construction, plumbing, electrical, or other service-based company is a plus.
• Knowledge of accounts payable procedures and invoice processing.
• Proficiency in Microsoft Excel and general accounting software.
• Experience with QuickBooks, Sage, or similar accounting systems preferred.
• Strong organizational and time-management skills.
• Excellent attention to detail and accuracy.
• Strong communication and problem-solving skills.
• Ability to work independently and meet deadlines.
• Ability to handle confidential financial information professionally.

Key Performance Expectations

• Vendor invoices are entered accurately and in a timely manner.
• Payments are processed according to established schedules and approval procedures.
• Vendor statements are reconciled regularly.
• Invoice discrepancies are identified and resolved promptly.
• Proper job costing and expense coding are maintained.
• Vendor relationships are handled professionally.
• Accounts payable records remain organized and up to date.

Work Environment

This position is primarily office-based and requires regular communication with the accounting, purchasing, warehouse, service, and installation departments.

Position Success

Success in this position means maintaining an accurate, organized, and efficient accounts payable process while ensuring HVAC vendors and suppliers are paid timely, expenses are properly coded, and the accounting department has reliable financial information to support business operations.