Office & Accounts Payable Coordinator

Office & Accounts Payable Coordinator About the Company

Professional Fire Protection is an affiliated company of Guardian Fire Protection and trusted provider of fire protection and life safety solutions, proudly serving businesses throughout the Richmond and Norfolk regions of Virginia and Eastern North Carolina since 2003. Headquartered in Norfolk, with additional locations in Ashland and Chester, Professional Fire delivers comprehensive, end-to-end services including system design, installation, inspection, testing, monitoring, and repair.

Our expertise spans fire sprinkler systems, fire alarms, special hazards and kitchen fire suppression, fire pumps, range hood and paint booth suppression, and integrated fire and security monitoring. Known for quality workmanship, responsive service, and a strong safety-first culture, Professional Fire is driven by a team of skilled professionals committed to protecting people, property, and communities.

We are seeking a highly organized and detail-oriented Office & Accounts Payable Coordinator to support our growing team. This role serves as a key administrative resource, providing support across Accounting, Payroll, Human Resources, and daily Office Operations. The ideal candidate thrives in a fast-paced environment, enjoys managing multiple priorities, and takes pride in ensuring operational processes run smoothly and accurately.

This position requires strong communication skills, attention to detail, and the ability to work collaboratively with employees, managers, vendors, customers, and external partners.

• Process accounts payable through Ramp, ensuring invoices are accurately entered, coded, approved, and scheduled for payment.
• Reconcile vendor statements and accounts on a monthly basis.
• Maintain accurate vendor records and support documentation.
• Communicate with vendors regarding invoice status, payment inquiries, and account discrepancies.
• Coordinate with internal departments to obtain invoice approvals and support documentation.

• Prepare and submit monthly AIA billings.
• Distribute invoices to customers and ensure proper delivery to multi-location accounts.
• Assist with tracking outstanding balances and support collections efforts as needed.
• Maintain accurate billing records and customer documentation.

• Collect and review weekly employee timesheets from managers.
• Assist with time clock edits and corrections in iSolved.
• Communicate with managers regarding missing or inaccurate time entries.
• Verify employee hours prior to payroll submission.
• Prepare and submit weekly Certified Payroll Reports (CPR).
• Track employee call-outs and attendance using the company calendar.
• Enter employee reimbursements and per diem payments into Intacct.

• Collect and organize required documentation for new hires.
• Coordinate onboarding activities alongside HR.
• Ensure employee personnel files remain complete, accurate, and compliant.
• Support employees record maintenance and related administrative functions.

• Assist with employee IT setup, mobile phones, and basic troubleshooting.
• Coordinate and communicate weekly on-call schedules.
• Answer and direct incoming phone calls in a professional manner.
• Enter and maintain sales leads in Salesforce.
• Maintain office supply inventory and place replenishment orders.
• Arrange hotel accommodation and travel logistics for field staff.
• Provide general administrative support to management and operational teams.

• High school diploma or equivalent.
• 2+ years of administrative, accounting, payroll, or office coordination experience.
• Proficiency with Microsoft Office Suite, particularly Excel, Outlook, and Teams.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Ability to prioritize multiple tasks and meet deadlines.

• Experience with Ramp, Intacct, iSolved, Salesforce, or similar business systems.
• Familiarity with construction or service industry billing practices, including AIA billing.
• Prior experience supporting payroll, HR, or accounting functions.
• Knowledge of certified payroll reporting.

• Pay is hourly and is negotiable dependent on candidate experience
• Potential quarterly bonuses

• 401K with a company match
• Medical, Dental and Vision Insurance
• Company paid Short Term Disability
• Company paid Long Term Disability
• Company paid Life and AD&D insurance
• Pre-tax…