Accounts Payable Specialist

Job Summary:

The Accounts Payable Specialist is responsible for accurately and efficiently processing the company’s accounts payable functions, including vendor invoices, purchase orders, employee expenses, payments, and account reconciliations. This position works closely with the Accounting, Purchasing, Warehouse, Service, and Operations teams to ensure invoices are properly coded, approved, and paid in a timely manner.

The ideal candidate is highly organized, detail-oriented, and comfortable working in a fast-paced HVAC service and installation environment where accuracy, communication, and timely processing are essential.

Job Duties:

• Receive, review, code, and enter vendor invoices into the accounting system.
• Match invoices to purchase orders, receiving documents, and packing slips when applicable.
• Verify pricing, quantities, terms, tax, freight, and other charges for accuracy.
• Identify and resolve invoice discrepancies with vendors, Purchasing, Warehouse, and Operations personnel.
• Obtain appropriate approvals before invoices are processed for payment.
• Process weekly accounts payable according to established payment schedules.
• Prepare and process checks, ACH payments, electronic payments, and other approved payment methods.
• Maintain accurate vendor records, including payment terms, contact information, tax documentation, and banking information.
• Monitor accounts payable aging and communicate outstanding or past-due items to management.
• Experience in the month-end closing process and reconciliation of Balance Sheet accounts.
• Communicate professionally with vendors regarding invoices, payment status, account balances, credits, and discrepancies
• Maintain a high level of accuracy when entering data into the system.
• Produce KPI reports as needed.

HVAC Industry-Specific Responsibilities

• Process invoices from HVAC equipment manufacturers, parts suppliers, subcontractors, distributors, and service providers.
• Review invoices for HVAC equipment, parts, materials, tools, refrigerants, supplies, and other job-related purchases.
• Coordinate with the Purchasing and Warehouse departments to resolve discrepancies involving parts received, backorders, credits, returns, and incorrect pricing.
• Assist with matching material purchases to the appropriate customer, job, department, or cost category.
• Review vendor credits, returns, rebates, and warranty-related credits to ensure they are properly recorded.
• Assist with tracking and reconciling purchases related to installation and service jobs.
• Maintain documentation supporting major equipment and material purchases.

Qualifications:

• Bachelor’s in Business Administration preferred.
• 2+ years of accounts payable or accounting experience preferred.
• Commensurate education and experience will be considered.
• Experience in the HVAC, construction, plumbing, electrical, mechanical, or other service-related industry is a plus.
• Experience with QuickBooks and Sage Intacct preferred.
• Strong attention to detail and accuracy.
• Strong written and verbal communication skills.
• Advanced analytical skills with strong decision making and problem solving abilities.
• Adaptability to changing priorities, schedules, and requirements.
• Google Business Suite and Microsoft office experience is required.
• Proficient in the use of ServiceTitan software is preferred.
• Background and Drug Screening is required.

Benefits:

• 401k Plan with a company match
• Medical, Dental, Vision, & Life insurance
• Paid time off
• Employee Wellness Program
• Employee recognition

Great company culture! We do a lot more than just work together. We enjoy company events and outings, charity events and fundraising and building life-long friendships! As a member of the Certified team, you will feel like part of a family, not just another employee.

Equal Opportunity Employer

Certified Heating and Cooling is an Equal Opportunity Employer that does not discriminate on the basis of actual or perceived race, color, creed, religion, national origin, ancestry, citizenship status, age, sex or gender (including pregnancy, childbirth and pregnancy-related conditions), gender identity or expression (including transgender status), sexual orientation, marital status, military service and veteran status, physical or mental disability, genetic information, or any other characteristic protected by applicable federal, state or local laws and ordinances. Certified Heating and Cooling is dedicated to this policy with respect to recruitment, hiring, placement, promotion, transfer, training, compensation, benefits, employee activities, and access to facilities and programs.

Drug and Alcohol-Free Workplace

Certified Heating and Cooling is a Drug and Alcohol-Free Workplace.

Pay: $22.00 - $25.00 per hour

Expected hours: 40.0 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee discount
• Health insurance
• Life insurance
• Paid sick time
• Paid time off
• Vision insurance

Application Question(s):

• Do you have experience with ServiceTitan?

Education:

• Bachelor's (Preferred)

Experience:

• Accounts Payable: 2 years (Required)
• QuickBooks: 1 year (Required)

Ability to Commute:

• Fort Myers, FL 33967 (Required)

Work Location: In person