Supports daily accounts payable operations by organizing invoices, processing payments in ServiceTitan, verifying pricing, reconciling purchase orders and vendor statements, preparing vendor checks, and correcting discrepancies in QuickBooks. Maintains accurate digital financial records, researches invoice issues, and assists the accounting team with monthly close-related tasks. The role requires strong organization, attention to detail, communication, time management, and the ability to work independently while meeting recurring deadlines.
Description
Holbrook Heating is seeking a dependable, organized, and detail-oriented Assistant Accounts Payable Specialist to support our accounting department. This position will assist with day-to-day accounts payable functions, invoice processing, vendor records, and monthly statement reconciliation.
The ideal candidate is comfortable working with accounting software, maintaining organized digital records, and managing multiple priorities accurately and efficiently.
Requirements
Daily Responsibilities
- Digitally organize and save incoming invoices and packing slips into designated vendor folders.
- Process and post invoices in Service Titan for payment.
- Verify equipment pricing and invoice accuracy.
- Complete, receive, and reconcile purchase orders.
- Maintain accurate and organized accounts payable documentation.
- Assist the Accounts Payable Specialist and accounting department with additional tasks as needed.
Weekly Responsibilities
- Prepare vendor checks for mailing, typically on Thursdays.
- Review and update QuickBooks to correct invoice discrepancies, including incorrect invoice numbers and other posting errors.
- Assist with researching and resolving vendor or invoice discrepancies.
Monthly Responsibilities
- Reconcile and balance monthly vendor statements.
- Use Excel and QuickBooks to review vendor activity and ensure accounts are accurate.
- Work with the Accounts Payable Specialist to identify and resolve statement discrepancies or outstanding issues.
- Strong attention to detail and organizational skills.
- Ability to accurately enter and maintain financial information.
- Comfortable working with computers, electronic filing systems, and spreadsheets.
- Experience with QuickBooks, Excel, and/or Service Titan preferred.
- Previous accounts payable, bookkeeping, or accounting experience preferred.
- Ability to communicate professionally with vendors and coworkers.
- Ability to work independently while also supporting a team.
- Strong time-management skills and ability to meet weekly and monthly deadlines.
We are looking for someone who is reliable, organized, willing to learn, and takes pride in maintaining accurate records. This position is a great opportunity for someone with administrative or accounting experience who would like to continue developing their accounts payable skills.
Holbrook Heating is an Equal Opportunity Employer.
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