Accounts Payable Specialist

The Accounts Payable Specialist is responsible for managing the company's accounts payable processes, ensuring timely and accurate payment of vendor invoices, maintaining strong supplier relationships, and supporting the financial operations of a fast-paced residential HVAC, plumbing, and electrical services organization. This position works closely with purchasing, warehouse, service, and accounting teams to ensure proper coding, approval, and reconciliation of expenses.

Accounts Payable Processing

• Review, verify, and process vendor invoices for HVAC, plumbing, electrical, fleet, inventory, equipment, and general operating expenses.
• Match invoices to purchase orders, receiving documents, and service-related expenditures.
• Ensure invoices are coded accurately to the appropriate general ledger accounts, departments, and job cost categories.
• Process weekly and monthly payment runs via check, ACH, wire transfer, and vendor portals.
• Maintain accurate vendor records, including W-9 documentation, payment terms, and contact information.

Vendor Management

• Respond to vendor inquiries regarding payments, account balances, and invoice discrepancies.
• Resolve billing issues and discrepancies promptly and professionally.
• Monitor vendor statements and reconcile accounts to ensure all invoices are accounted for and paid appropriately.
• Foster positive relationships with suppliers and subcontractors.

Financial Controls & Compliance

• Ensure compliance with company policies, accounting procedures, and internal controls.
• Assist with month-end and year-end closing activities related to accounts payable.
• Support 1099 reporting and other regulatory requirements.
• Maintain organized electronic and physical records for audit purposes.

Reporting & Reconciliation

• Prepare reports related to outstanding payables, cash requirements, and vendor balances.
• Support inventory and purchasing reconciliations as needed.

Team Support

• Collaborate with purchasing, warehouse, operations, and management teams to ensure accurate financial reporting.
• Assist with process improvement initiatives to increase efficiency and accuracy.
• Provide backup support for other accounting and administrative functions as needed.