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.
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.
About The Opportunity 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.
Job Duties
Accounts Payable Support
- 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.
Billing & Accounts Receivable Support
- 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.
Payroll Support
- 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.
Human Resources Support
- Collect and organize required…
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