Accounts Payable Specialist

Job Description

Job Description

Accounts Payable Specialist

Location: Farmingdale, NY
Job Type: Full-Time | On-Site | Perm
Industry: Commercial HVAC / Mechanical Contracting
Salary : $75K-$90K

Position Overview

We are seeking a detail-oriented Accounts Payable Specialist to join our growing HVAC and mechanical contracting team in Farmingdale, NY. This role is responsible for managing the full accounts payable cycle while supporting project managers, accounting, and operations to ensure timely and accurate processing of vendor invoices, subcontractor payments, and job cost allocations.

The ideal candidate has experience in construction, HVAC, or a project-based environment and thrives in a fast-paced office where organization and accuracy are essential.

Responsibilities

• Process high-volume vendor invoices accurately and efficiently
• Perform three-way matching of invoices, purchase orders, and receiving documentation
• Code invoices to the appropriate general ledger accounts and job cost codes
• Manage weekly check runs, ACH payments, and wire transfers
• Reconcile vendor statements and resolve invoice discrepancies
• Maintain accurate vendor files, including W-9s and insurance certificates
• Communicate with vendors regarding payment status and account inquiries
• Work closely with Project Managers to ensure proper invoice approvals and coding
• Assist with subcontractor payment processing and lien waiver documentation
• Track retainage and support construction billing processes when needed
• Prepare AP aging reports and assist with month-end and year-end closing activities
• Maintain organized electronic and physical accounting records
• Ensure compliance with company policies and accounting procedures
• Assist with audit requests and financial reporting support
• Perform other accounting and administrative duties as assigned

Qualifications

• 3+ years of Accounts Payable experience
• Experience within HVAC, construction, mechanical contracting, or a project-based industry strongly preferred
• Knowledge of purchase orders, job costing, and vendor management
• Experience processing high-volume invoices
• Strong understanding of general accounting principles
• Proficiency in Microsoft Excel (VLOOKUPs, Pivot Tables are a plus)
• Experience with ERP/accounting software (Sage 100, Sage 300, Vista, Foundation, QuickBooks, COINS, or similar)
• Excellent attention to detail and organizational skills
• Ability to prioritize multiple deadlines in a fast-paced environment
• Strong communication and problem-solving abilities

Preferred Qualifications

• Experience with AIA billing or construction accounting
• Familiarity with subcontractor compliance documentation
• Knowledge of lien waivers, retainage, and project cost accounting
• Experience working with service and construction divisions

The Bachrach Group (TBG) is a New York-based staffing and recruiting agency founded in 1974 by Richard Bachrach. The agency specializes in facilitating placements for professionals across various industries on a nationwide scale. TBG's overarching mission is to deliver tailored staffing solutions to its client base while simultaneously providing job seekers with career prospects. The company relies on its team of recruiters, who leverage their industry knowledge and networks to connect employers with top talent. TBG provides a comprehensive range of staffing services, including direct hire, temporary staffing, Recruitment Process Outsourcing (RPO), and contract staffing. The agency has consistently achieved notable rankings in Crain's lists, ranking as the largest search firm in NYC since 2020.

Company Description

The Bachrach Group (TBG) is a New York-based staffing and recruiting agency founded in 1974 by Richard Bachrach. The agency specializes in facilitating placements for professionals across various industries on a nationwide scale. TBG's overarching mission is to deliver tailored staffing solutions to its client base while simultaneously providing job seekers with career prospects. The company relies on its team of recruiters, who leverage their industry knowledge and networks to connect employers with top talent. TBG provides a comprehensive range of staffing services, including direct hire, temporary staffing, Recruitment Process Outsourcing (RPO), and contract staffing. The agency has consistently achieved notable rankings in Crain's lists, ranking as the largest search firm in NYC since 2020.