Accounts Payable Clerk

Accounts Payable Clerk

We are seeking a detail-oriented Accounts Payable Clerk with experience in a construction, mechanical, HVAC, distribution, or other project-based environment to support the accounting team and ensure accurate, timely processing of vendor invoices and payments. This role plays a critical part in maintaining accurate job costs, vendor relationships, and financial records.

The ideal candidate is organized, detail-oriented, dependable, and comfortable working cross-functionally in a fast-paced commercial HVAC and construction environment.

Key Responsibilities

• Review, verify, code, and enter vendor invoices accurately and timely
• Match invoices to purchase orders, packing slips, receiving tickets, delivery confirmations, and other supporting documentation
• Code invoice costs to the appropriate general ledger account, department, job, phase, cost code, work order, or equipment account
• Assist in ensuring material, equipment, freight, rental, subcontractor, and other job-related costs are recorded accurately
• Maintain complete and organized invoice support for internal review, job-cost reporting, and audit purposes
• Reconcile vendor statements and research outstanding invoices, open credits, duplicate payments, and account discrepancies
• Communicate professionally with vendors regarding invoice status, payment questions, credits, statements, remittance information, and account balances
• Maintain accurate vendor records, including payment terms, contact information, W-9 documentation, and required approvals
• Assist with collecting and organizing vendor documentation needed to support company payment and compliance requirements
• Obtain appropriate invoice approvals and follow up with purchasing, warehouse, service, project management, and operations personnel as needed
• Research and resolve discrepancies involving pricing, quantities, freight charges, sales tax, duplicate invoices, missing receiving documentation, and unauthorized purchases
• Escalate unresolved issues, potential duplicate payments, or material invoice discrepancies to the Accounting Manager
• Assist with month-end close activities by ensuring invoices are entered in the appropriate accounting period
• Maintain organized accounts payable records in accordance with company policies and internal-control procedures
• Act as a key liaison between accounting, project management, service operations, purchasing, warehouse personnel, and vendors
• Partner with internal teams to ensure vendor invoices are properly approved, coded, and processed in a timely manner
• Support positive vendor experience through clear communication, prompt follow-up, and professional issue resolution

Qualifications

• Experience processing vendor invoices, reviewing supporting documentation, and maintaining accurate financial records
• Strong attention to detail and ability to process a high volume of invoices accurately
• Proficiency in Microsoft Excel, Outlook, and accounting or ERP systems
• Strong organizational, communication, and follow-up skills
• Ability to manage competing deadlines while maintaining accuracy and confidentiality
• 2+ years of accounts payable, bookkeeping, accounting support, or related administrative experience
• Familiarity with purchase orders, receiving documentation, vendor statements, payment terms, and invoice approval workflows

What Success Looks Like in This Role

• Vendor invoices are processed accurately, completely, and within established timelines
• Job costs, general ledger accounts, and supporting documentation are coded and maintained correctly
• Vendor statements are reconciled regularly, and discrepancies are identified and resolved promptly
• Vendors and internal teams receive timely, professional communication and reliable follow-up

Why Join Us

• Join an employee-owned company where your work directly contributes to shared success
• Be a trusted member of the project team, working closely with Project Managers, accounting, and operations
• Your organization, accuracy, and attention to detail are valued and relied upon
• We offer a collaborative environment built on accountability, communication, and long-term ownership

Work Environment

• Office-based with potential for hybrid work arrangements
• May require travel to other office locations around our footprint (on occasion)

Compensation

• Commensurate with experience.
• Includes benefit package (medical, 401k, PTO, etc.)