Accounts Payable Specialist

Accounts Payable Specialist

Star Service, based in Florence, MS, is a recognized leader in repairing and maintaining, engineering and installing HVAC Systems, Refrigeration Systems and Building Automation and Control Systems. Star Service works with multi-site facility managers, manufacturing and industrial operations managers, school system administrators and large and small business owners, taking responsibility for ensuring the comfort of their team members or occupants and that their building operating systems are running at peak performance while conserving the maximum amount of energy.

Position Summary

The Accounts Payable Specialist is responsible for managing the day-to-day accounts payable process, including processing vendor invoices, verifying documentation, matching invoices to purchase orders and receipts, maintaining accurate vendor records, and ensuring timely and accurate payments.

Key Responsibilities

• Process high-volume vendor invoices accurately and efficiently.
• Review invoices for proper coding, approvals, supporting documentation, and accuracy.
• Match invoices to purchase orders, receipts, and other supporting documentation as applicable.
• Enter and maintain accurate invoice and vendor information within the accounting/ERP system.
• Process vendor payments through ACH, checks, wires, and other approved payment methods.
• Monitor accounts payable aging and ensure invoices are processed and paid within established payment terms.
• Reconcile vendor statements and investigate and resolve discrepancies.
• Communicate with vendors regarding invoice status, payment inquiries, account discrepancies, and missing documentation.
• Collaborate with purchasing, project management, operations, and other internal departments to resolve invoice and payment issues.
• Research and resolve duplicate invoices, pricing discrepancies, incorrect coding, missing purchase orders, and other payment variances.
• Maintain accurate and organized vendor files and support documentation.
• Assist with month-end close activities, including AP reconciliations, accruals, and reporting.
• Prepare and maintain accounts payable reports and aging schedules.
• Assist with 1099 preparation and other vendor-related reporting as needed.
• Ensure compliance with company policies, procedures, internal controls, and accounting standards.
• Identify opportunities to improve accounts payable processes, efficiency, and accuracy.
• Support other accounting and administrative functions as needed.

Qualifications

• High school diploma or equivalent required; associate degree in Accounting, Finance, or a related field preferred.
• 2+ years of accounts payable experience, preferably in a high-volume environment.
• Strong understanding of accounting principles and accounts payable processes.
• Experience processing vendor invoices and payments.
• Familiarity with purchase orders, invoice matching, vendor statements, and account reconciliations.
• Proficiency in Microsoft Excel and Microsoft Office Suite.
• Experience with accounting software or ERP systems preferred.
• Excellent organizational skills and strong attention to detail.
• Strong communication and problem-solving abilities.
• Ability to prioritize multiple tasks, meet deadlines, and work independently in a fast-paced environment.
• Ability to maintain confidentiality when handling financial and vendor information.

Preferred Attributes

• Self-motivated, dependable, and accountable.
• Strong analytical and organizational skills.
• Detail-oriented with a commitment to accuracy and follow-through.
• Comfortable working with large volumes of invoices and financial data.
• Professional and responsive when communicating with vendors and internal teams.
• Strong ability to identify discrepancies and follow issues through to resolution.
• Positive attitude and willingness to contribute to a collaborative team environment.
• Interested in finding ways to improve processes and increase efficiency.

What We Offer

• Competitive compensation based on experience.
• Comprehensive benefits package.
• Opportunities for professional growth and advancement.
• Collaborative and supportive team culture.
• Long-term career stability with a growing organization.

About Us:

Star Service, A Fidelity Company, is the leading HVAC service provider throughout the entire Gulf Coast, from Texas to Florida. We are committed to providing excellent Service, Maintenance, and Design-Build Replacements of air conditioning systems in commercial and industrial facilities.

Star Service's current client base includes heavy industrial gas & oil services, power plants, manufacturing, multi-site commercial, critical facilities, and school systems. Furthermore, we deliver extra value to our clients through very proactive HVAC maintenance plans and guaranteed annual service pricing for all unitary or applied systems.