Vendor Payables & Office Administration Coordinator (Trade Services)

Job Description

Job Description

Vendor Payables & Office Administration Coordinator (Trade Services) Why Beacon Mechanical Services

• Fast-paced, high-volume commercial services environment where accuracy matters.
• Hands-on role with real ownership of vendor payables and office support.
• Opportunity to sharpen processes, enhance documentation, and strengthen vendor relationships.

Your impact

• Ensure every vendor invoice is properly coded, approved, and processed on time.
• Protect margin through diligent PO/receipt matching, error detection, and credits tracking.
• Keep the organization running smoothly with dependable administrative support.

Key responsibilities

• Manage day-to-day AP operations in a high-volume setting.
• Review, organize, code, and process vendor invoices with precision.
• Match invoices to POs, receipts, job information, and approvals.
• Identify duplicates, pricing discrepancies, missing documentation, and billing errors.
• Reconcile vendor statements; research missing invoices, credits, and payments.
• Maintain AP aging; drive timely resolution of outstanding items.
• Prepare documentation and files for scheduled payment runs.
• Track vendor credits, returns, deposits, and balances.
• Maintain organized digital AP records and vendor documentation.
• Collaborate with vendors and internal teams to resolve issues promptly.
• Assist with vendor setup, month-end reconciliation, and AP reporting.
• Recommend and implement improvements to AP processes and internal controls.
• Provide general office and administrative support as needed.

Qualifications

• 3+ years of direct AP experience in a high-volume organization.
• Demonstrated ability to independently manage large invoice and vendor volumes.
• Strong command of AP workflows, invoice coding, reconciliations, and payment cycles.
• Experience spanning multiple departments, entities, locations, or job-costed expenses (preferred).
• Trade/field background (construction, mechanical, HVAC, plumbing, electrical, facilities) preferred.
• Meticulous attention to detail; committed to financial accuracy.
• Analytical mindset with persistence to resolve discrepancies.
• Excellent organization and deadline management skills.
• Clear, professional communication with vendors and management.
• Proficiency with spreadsheets, Google Workspace, and accounting/ERP platforms.
• Familiarity with QuickBooks, NetSuite, ServiceTitan, or comparable systems is a plus.
• Ability to handle confidential financial information with discretion.

Benefits

• Health Insurance
• Vacation Time

Proficiencies

• Bookkeeping
• Accounts Payable (AP)