Accounts Payable Clerk

We are seeking a detail-oriented Accounts Payable Clerk with experience in a construction, mechanical, HVAC, distribution, or other project-based environment to support the accounting team and ensure accurate, timely processing of vendor invoices and payments. This role plays a critical part in maintaining accurate job costs, vendor relationships, and financial records. The successful candidate will be responsible for reviewing and entering invoices, matching invoices to purchase orders and receiving documentation, coding expenses to the appropriate general ledger and job-cost accounts, resolving discrepancies, and assisting with vendor payment processes.

As an employee-owned company, we value ownership, accountability, and the impact each role has on our shared success.

The ideal candidate is organized, detail-oriented, dependable, and comfortable working cross-functionally in a fast-paced commercial HVAC and construction environment.

Key Responsibilities

Invoice Processing & Job Cost Support

• Review, verify, code, and enter vendor invoices accurately and timely
• Match invoices to purchase orders, packing slips, receiving tickets, delivery confirmations, and other supporting documentation
• Code invoice costs to the appropriate general ledger account, department, job, phase, cost code, work order, or equipment account
• Assist in ensuring material, equipment, freight, rental, subcontractor, and other job-related costs are recorded accurately
• Maintain complete and organized invoice support for internal review, job-cost reporting, and audit purposes
• Reconcile vendor statements and research outstanding invoices, open credits, duplicate payments, and account discrepancies
• Communicate professionally with vendors regarding invoice status, payment questions, credits, statements, remittance information, and account balances
• Maintain accurate vendor records, including payment terms, contact information, W-9 documentation, and required approvals
• Assist with collecting and organizing vendor documentation needed to support company payment and compliance requirements

Invoice Review & Problem Resolution

• Obtain appropriate invoice approvals and follow up with purchasing, warehouse, service, project management, and operations personnel as needed
• Research and resolve discrepancies involving pricing, quantities, freight charges, sales tax, duplicate invoices, missing receiving documentation, and unauthorized purchases
• Escalate unresolved issues, potential duplicate payments, or material invoice discrepancies to the Accounting Manager

Month-End & Accounting Support

• Assist with month-end close activities by ensuring invoices are entered in the appropriate accounting period
• Maintain organized accounts payable records in accordance with company policies and internal-control procedures
• Act as a key liaison between accounting, project management, service operations, purchasing, warehouse personnel, and vendors
• Partner with internal teams to ensure vendor invoices are properly approved, coded, and processed in a timely manner
• Support positive vendor experience through clear communication, prompt follow-up, and professional issue resolution

Qualifications

Required

• Experience processing vendor invoices, reviewing supporting documentation, and maintaining accurate financial records
• Strong attention to detail and ability to process a high volume of invoices accurately
• Proficiency in Microsoft Excel, Outlook, and accounting or ERP systems
• Strong organizational, communication, and follow-up skills
• Ability to manage competing deadlines while maintaining accuracy and confidentiality

Preferred

• 2+ years of accounts payable, bookkeeping, accounting support, or related administrative experience
• Familiarity with purchase orders, receiving documentation, vendor statements, payment terms, and invoice approval workflows

What Success Looks Like in This Role

• Vendor invoices are processed accurately, completely, and within established timelines
• Job costs, general ledger accounts, and supporting documentation are coded and maintained correctly
• Vendor statements are reconciled regularly, and discrepancies are identified and resolved promptly
• Vendors and internal teams receive timely, professional communication and reliable follow-up

Why Join Us

• Join an employee-owned company where your work directly contributes to shared success
• Be a trusted member of the project team, working closely with Project Managers, accounting, and operations
• Your organization, accuracy, and attention to detail are valued and…