Accounts Payable Administrator

HVAC Solutions, Inc.; Colorado Springs (CO); On-site; USD 52,000 - 66,000; Full time

Job summary

HVAC Solutions, Inc. is seeking an Accounts Payable Administrator who is detail-oriented and organized to join our team in Colorado Springs. The role involves entering invoices, maintaining vendor records, handling multi-jurisdictional forms, and coordinating AIA billing with project managers.

The ideal candidate will have an accounting degree or 3+ years in AP within construction, strong Excel skills, and experience with Sage 100 Contractor. AIA/ST-16 exposure is a plus.

Qualifications

• Accounting degree and/or three years of accounts payable experience in a construction related industry.
• Proficiency in Excel is required.
• Experience with Sage 100 Contractor and AIA/ST-16 is a plus.

Responsibilities

• Enter vendor invoices into Sage, correctly allocating PO and Job.
• Maintain vendor records, W-9s, 1099s, and discount terms.
• Post inventory requisitions and manage warranty paperwork and vendor credits.
• Handle TE forms to vendors across multiple jurisdictions in a timely manner.
• Generate daily, weekly, and monthly AP reports.
• Coordinate monthly AIA billing with project managers.
• Assist in setting up customer calls as the second point of contact.
• Prepare ST-16 forms and monthly AIA statements for GC partners.
• Submit waivers from contractors and suppliers as required.
• Process Notices of Intent and Liens efficiently.
• Manage project setup, maintenance, and exemption records.
• Be available to adjust on-call schedules weekly as needed.
• Organize and maintain vendor payment filing system.

Skills

Attention to detail

Organizational skills

Excel proficiency

Education

Accounting degree

Tools

Sage 100 Contractor

AIA billing software

Job description

Job Opening: Accounts Payable Administrator

We are seeking a detail-oriented and organized Accounts Payable Administrator to join our team. The ideal candidate will be responsible for the following:

• Enter vendor invoices into Sage system, ensuring accurate allocation of PO and Job assignments.

• Set up and maintain vendor records, including managing insurance documentation, W-9 forms, 1099 forms, and discounts.

• Post inventory requisition sheets and manage warranty paperwork and vendor credits efficiently.

• Handle HVAC multi-jurisdictional TE forms to vendors in a timely manner.

• Generate daily, weekly, and monthly Accounts Payable reports as required.

• Coordinate monthly AIA billing activities with project managers.

• Assist in setting up customer calls by being the second point of contact on phones.

• Prepare ST-16 forms and monthly AIA statements for General Contractors.

• Submit and obtain necessary waivers from General Contractors and Suppliers as required.

• Process Notices of Intent (NOI) and Liens efficiently.

• Manage project setup, maintenance, and exemption records accurately.

• Be available to change weekly on-call schedules as needed.

• Organize and maintain vendor payment filing system for easy retrieval.

Requirements: Accounting degree and/or three years of accounts payable experience in a construction related industry. Proficiency in Excel. Sage 100 Contractor experience a plus. Experience with AIA billing and ST-16 preparation a plus.