AP Manager Office Assistant

Job Description

Job Description

Job Overview

Beacon Mechanical Services is seeking an experienced, highly organized Accounts Payable Manager / Office Assistant to support a fast-paced, high-volume commercial service organization.

This position will take primary ownership of the company’s accounts payable process , including invoice intake, coding, vendor reconciliation, payment preparation, statement review, and resolution of outstanding AP issues. The role will also provide general administrative support to the office and management team as needed.

The ideal candidate has extensive experience managing AP in a high-volume environment , is comfortable working with large numbers of invoices and vendors, and understands the importance of accuracy, documentation, follow-up, and strong vendor relationships.

Experience within construction, plumbing, HVAC, electrical, mechanical, facilities management, or another trade-related business is strongly preferred.

Key Responsibilities

• Manage the day-to-day accounts payable process for a high-volume organization.

• Review, organize, code, and process vendor invoices accurately.

• Verify invoices against purchase orders, receipts, job information, and approvals.

• Identify duplicate invoices, pricing discrepancies, missing documentation, and billing errors.

• Reconcile vendor statements and research missing invoices, credits, or payments.

• Maintain AP aging and ensure outstanding items are addressed promptly.

• Prepare invoices and supporting information for scheduled payment runs.

• Track vendor credits, returns, deposits, and account balances.

• Maintain organized digital AP records and vendor documentation.

• Coordinate with vendors and internal teams to resolve outstanding issues.

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

• Help improve AP processes, documentation, and internal controls.

• Provide general office and administrative support as needed.

Qualifications

• 3+ years of direct Accounts Payable experience in a high-volume organization required.

• Experience independently managing a large volume of vendor invoices and accounts.

• Strong understanding of AP workflows, invoice coding, reconciliations, and payment processing.

• Experience with multiple departments, entities, locations, or job-costed expenses preferred.

• Trade, construction, mechanical, HVAC, plumbing, electrical, or facilities experience preferred.

• Strong attention to detail and financial accuracy.

• Ability to identify discrepancies and independently follow through to resolution.

• Strong organizational skills and ability to manage competing deadlines.

• Professional communication skills with vendors and internal management.

• Proficiency with spreadsheets, Google Workspace, and accounting or ERP software.

• Experience with QuickBooks, NetSuite, ServiceTitan, or similar systems is a plus.

• Ability to handle confidential financial information with discretion.

Benifits

• Health Insurance

• Vacation Time

You should be proficient in:

• Bookkeeping
• Accounts Payable (AP)