Vendor Payables & Office Administration Coordinator; Trade Services

Vendor Payables & Office Administration Coordinator (Trade Services)
Why Beacon Mechanical Services Fast-paced, high-volume commercial services environment where accuracy matters.

Hands-on role with real ownership of vendor payables and office support.

Opportunity to sharpen processes, enhance documentation, and strengthen vendor relationships.

Your impact

Ensure every vendor invoice is properly coded, approved, and processed on time.

Protect margin through diligent PO/receipt matching, error detection, and credits tracking.

Keep the organization running smoothly with dependable administrative support.

Key responsibilities

Manage day-to-day AP operations in a high-volume setting.

Review, organize, code, and process vendor invoices with precision.

Match invoices to POs, receipts, job information, and approvals.

Identify duplicates, pricing discrepancies, missing documentation, and billing errors.

Reconcile vendor statements; research missing invoices, credits, and payments.

Maintain AP aging; drive timely resolution of outstanding items.

Prepare documentation and files for scheduled payment runs.

Track vendor credits, returns, deposits, and balances.

Maintain organized digital AP records and vendor documentation.

Collaborate with vendors and internal teams to resolve issues promptly.

Assist with vendor setup, month-end reconciliation, and AP reporting.

Recommend and implement improvements to AP processes and internal controls.

Provide general office and administrative support as needed.

Qualifications3+ years of direct AP experience in a high-volume organization.

Demonstrated ability to independently manage large invoice and vendor volumes.

Strong command of AP workflows, invoice coding, reconciliations, and payment cycles.

Experience spanning multiple departments, entities, locations, or job-costed expenses (preferred).Trade/field background (construction, mechanical, HVAC, plumbing, electrical, facilities) preferred.

Meticulous attention to detail; committed to financial accuracy.

Analytical mindset with persistence to resolve discrepancies.

Excellent organization and deadline management skills.

Clear, professional communication with vendors and management.

Proficiency with spreadsheets, Google Workspace, and accounting/ERP platforms.

Familiarity with Quick Books, Net Suite, Service Titan, or comparable systems is a plus.

Ability to handle confidential financial information with discretion.

Benefits Health Insurance Vacation Time Proficiencies Bookkeeping Accounts  Payable (AP)