Accounts Payable Associate

Job Description

Job Description

Description:

We are seeking a detail-oriented and organized Accounts Payable Associate to join our growing corporate accounting team. Our organization supports multiple brands across the HVAC, plumbing, and electrical service industries.

The Accounts Payable Associate will be responsible for processing invoices, maintaining accurate financial records, coordinating vendor payments, and supporting accounts payable operations across multiple business entities. The ideal candidate is dependable, highly organized, and comfortable working in a fast-paced, multi-location environment.

Key Responsibilities 

• Review, code, and process vendor invoices accurately and efficiently.
• Verify invoice details, approvals, and supporting documentation before processing payments.
• Match invoices to purchase orders and receipts when applicable.
• Prepare and process vendor payments in accordance with established payment schedules.
• Monitor outstanding invoices and assist with resolving payment discrepancies.

Vendor Management

• Maintain accurate vendor records, payment information, and supporting documentation.
• Respond to vendor inquiries regarding invoice status, payments, and account balances.
• Reconcile vendor statements and investigate discrepancies.
• Assist with vendor onboarding and collection of required documentation, including W-9 forms.

Accounting & Financial Support

• Support accounts payable functions across multiple brands and business entities.
• Assist with monthly closing activities, including reconciliations and outstanding invoice reviews.
• Maintain accurate records and documentation to support financial reporting and audits.
• Collaborate with accounting team members to ensure timely and accurate expense allocation.
• Identify opportunities to improve accounts payable processes and operational efficiency.

Cross-Functional Collaboration

• Communicate with brand leadership and department managers regarding invoice approvals and payment questions.
• Coordinate with internal teams to resolve billing discrepancies.
• Ensure compliance with company policies, accounting procedures, and internal controls.

• High school diploma or equivalent.
• 1–2 years of accounts payable, bookkeeping, or related accounting experience.
• Proficiency in Microsoft Excel and general Microsoft Office applications.
• Strong attention to detail, accuracy, and organizational skills.
• Ability to manage competing priorities and meet deadlines.
• Strong written and verbal communication skills.
• Ability to handle confidential financial information professionally.

Preferred:

• Associate degree in Accounting, Finance, Business Administration, or a related field.
• Experience working with accounting software or ERP systems.
• Previous experience supporting multiple business entities or locations.
• Experience in the HVAC, plumbing, electrical, construction, or home services industries.
• Familiarity with invoice coding, general ledger accounts, and vendor reconciliations.

Key Competencies

• Accuracy and attention to detail
• Time management and prioritization
• Problem-solving and analytical thinking
• Accountability and dependability
• Collaboration and communication
• Adaptability in a growing, multi-brand organization