Accounting Assistant

The Specialized Recruiting Group is hiring a Accounting Assistant for a HVAC service company in Charlotte.

The Accounting Assistant supports the accounting team by performing a variety of accounts payable, accounts receivable, customer service, and administrative functions. This position is responsible for supporting invoice processing activities, ensuring customer invoice compliance, assisting with vendor account maintenance, and providing exceptional service to both internal and external customers. The ideal candidate is organized, detail-oriented, and capable of managing multiple priorities in a fast-paced environment.

• Ensure customer invoices are loaded to customer portals accurately and timely, as required by customer contracts and billing requirements.
• Verify invoice submissions and address portal-related issues to facilitate prompt payment.

• Reconcile vendor statements and investigate discrepancies to ensure accurate account balances.
• Communicate with vendors regarding outstanding invoices, account inquiries, and reconciliation items.

• Run system reports on completed service calls to identify missing vendor invoices.
• Proactively contact vendors to obtain invoices for completed work in a timely manner and maintain documentation of communications.
• Coordinate with operations and accounting personnel to ensure invoices are received and processed promptly.

• Maintain positive customer and vendor relationships by investigating concerns, responding to inquiries, and coordinating resolutions.
• Route customer and vendor issues to the appropriate internal team members for timely resolution and escalate customer or vendor complaints to Supervisor.
• Communicate issue resolution and status updates to customers and vendors when appropriate.

• Complete lien waivers and supporting documentation as required by customers and projects.
• Collaborate with accounting, operations, and sales team members on various projects and accounting-related tasks.
• Perform other duties and special projects as assigned.

• Proficiency in Microsoft Excel, Outlook, and other Microsoft Office applications.
• Experience with ERP/accounting software.

• Strong customer service orientation with professional verbal and written communication skills.
• Ability to work independently and collaboratively within a team environment.
• Strong problem-solving, analytical, and organizational skills.
• High level of accuracy and attention to detail.
• Ability to prioritize work, manage deadlines, and handle multiple tasks simultaneously.
• Ability to maintain confidentiality and exercise sound judgment when handling financial information.