Accounts Payable Specialist

Accounts Payable Specialist

Job Location: Norfolk VA / Hybrid Flexibility (upon training completion) FLSA Status: Exempt Salary Range: $55-65k annually

AIR Control Concepts is more than just a collection of firms, we are a community of forward-thinking experts committed to excellence, innovation, and collaboration. With a focus on commercial HVAC representation, we bring together esteemed entities from diverse regions, each boasting decades of invaluable experience. We understand that success in the HVAC industry goes beyond individual accomplishments. That's why we believe in the power of unity and collaboration. By leveraging our collective assets, knowledge, and resources, we empower our member firms to deliver unparalleled service, safety, and efficiency to clients across healthcare, commercial, and residential sectors.

Job Description: We are seeking a highly motivated and detail-oriented Accounts Payable Specialist to join our growing finance team. This role is responsible for processing vendor invoices, managing payment cycles, maintaining accurate financial records, and supporting customer invoicing activities. The ideal candidate is extremely organized, thrives in a fast-paced environment, adapts quickly to changing priorities, and can independently learn new processes and systems. This position requires a strong sense of ownership, excellent problem-solving skills, and a commitment to accuracy and continuous improvement.

Essential Duties and Responsibilities: Accounts Payable

• Process high volumes of vendor invoices accurately and timely.
• Review invoices for proper approvals, coding, and supporting documentation.
• Match invoices to purchase orders and receiving documents when applicable.
• Investigate and resolve invoice discrepancies and payment issues.
• Maintain vendor records and onboarding documentation.
• Prepare and process vendor payments through check, ACH, wire, and other payment methods.
• Reconcile vendor statements and resolve outstanding items.
• Assist with month-end close activities, including accruals and account reconciliations.
• Ensure compliance with company policies and internal controls.

Customer Invoicing / Accounts Receivable Support

• Generate and distribute customer invoices accurately and on a timely basis.
• Review customer billing information and contract terms for accuracy.
• Investigate and resolve billing discrepancies.
• Work closely with operations, sales, and customer service teams to ensure accurate invoicing.
• Monitor customer invoicing workflows and identify opportunities for process improvement.
• Support collection efforts and respond to customer billing inquiries as needed.

Process Improvement & Operational Support

• Identify opportunities to streamline AP and invoicing processes.
• Assist with system implementations, testing, and process documentation.
• Maintain organized electronic records and supporting documentation.
• Support audits and information requests from internal and external stakeholders.
• Perform special projects and other duties as assigned.

Experience and Requirements : Required Qualifications

• Associate's degree in Accounting, Finance, Business, or related field required.
• 3+ years of accounts payable experience, preferably in a high-volume environment.
• Experience with customer invoicing and billing processes.
• Strong understanding of accounting principles and financial controls.
• Proficiency in Microsoft Excel
• Excellent organizational skills and attention to detail.
• Strong verbal and written communication skills.
• Ability to manage multiple priorities and meet deadlines.

Preferred Qualifications

• Experience with Oracle
• Experience supporting both accounts payable and accounts receivable functions.
• Knowledge of month-end close processes.

Benefits

• 401(k) with employer match (immediate vesting)
• Medical HDHP & PPO options, Dental and Vision
• HSA with employer matching contributions
• FSA & Limited FSA
• Employer Paid Life/AD&D Insurance
• Voluntary Life Insurance Plans
• Paid Family Leave
• PTO
• Paid Company Holidays 10 Days
• Employer Paid Short-term Disability
• Long-term Disability
• Referral Bonus Opportunities
• Other voluntary fringe benefits

The Company provides equal employment opportunity in accordance with applicable laws and prohibits discrimination and harassment. Employment decisions are based on business needs and qualifications. The Company complies with disability laws and provides reasonable accommodations to qualified individuals.