Accounts Payable Assistant

Exigent; Jacksonville (FL); On-site; USD 34,440 - 41,328; Full time

Benefits offered by this job

Competitive base salary

Annual incentive bonus

Health, dental, and retirement benefits

Up to 15 days of paid time off plus holidays

Job summary

A leading mechanical services company in Jacksonville, Florida, is looking for a detail-oriented Accounts Payable & Administrative Assistant. This full-time position involves processing vendor invoices, managing financial records, and providing administrative support. The ideal candidate will have over 2 years of experience in accounts payable and possess strong organizational skills. This role offers competitive compensation, career growth opportunities, and a comprehensive benefits package, including paid time off and an annual incentive bonus.

Qualifications

• Minimum of 2 years of experience in accounts payable or relevant field.
• Strong working knowledge of accounting principles.
• Ability to manage multiple responsibilities in a fast-paced environment.

Responsibilities

• Process vendor invoices and employee expense reports accurately.
• Investigate and resolve discrepancies with vendors.
• Maintain organized financial records and documentation.

Skills

Attention to detail

Time management

Interpersonal skills

Communication skills

Proficiency in Microsoft Office Suite

Education

2+ years of experience in accounts payable or office administration

Associate's degree in Accounting or Business Administration

Tools

QuickBooks

Sage

Job description

Work Hours: Full-time - Monday through Friday

About the Role

ThermaServe (TSI) is seeking a detail-oriented and dependable Accounts Payable & Administrative Assistant to support both financial and administrative operations. This dual-function role is essential in ensuring accurate and timely vendor payments, maintaining organized financial records, and delivering a professional and efficient office environment. The ideal candidate will demonstrate strong organizational skills, a proactive mindset, and the ability to manage multiple responsibilities with accuracy and discretion.

Key Responsibilities & Time Allocation

Accounts Payable (85%)

• Process vendor invoices and employee expense reports with accurate account and cost center coding.
• Investigate and resolve discrepancies in coordination with vendors and internal teams.
• Apply vendor credits and reconcile balances in the accounting system.
• Assist with month-end closing processes by reconciling AP transactions to financial records.
• Maintain organized, audit-ready documentation for all financial transactions.
• Manage vendor records, including W-9s, subcontracts, credit applications, and Certificates of Insurance (COIs).
• Ensure timely follow-up and reconciliation of outstanding vendor balances.
• Coordinate vendor setup and ensure compliance with internal requirements.
• Respond to vendor inquiries and resolve payment-related issues promptly and professionally.
• Provide financial data to internal teams as needed.
• Coordinate returns with Dispatch and monitor for timely receipt of credit memos.
• Ensure compliance with accounting standards, company policies, and financial regulations.
• Maintain accurate and current customer tax exemption documentation.
• Serve as backup for preparing and submitting monthly Market Recovery reports to Union Halls.

Administrative & Office Support (15%)

• Greet visitors and vendors; provide professional front office hospitality.
• Sort and distribute incoming mail daily.
• Arrange hotel accommodations for field staff as needed.
• Provide occasional phone support as backup to the Dispatch team.
• Assist the sales team with clerical and administrative tasks as assigned.

Qualifications

• 2+ years of experience in accounts payable, office administration, or related field.
• Working knowledge of accounting principles and expense reconciliation.
• Proficiency in Microsoft Office Suite (especially Excel) and accounting software (e.g., QuickBooks, Sage, or similar).
• Excellent attention to detail and time management skills.
• Strong interpersonal and communication skills with a customer service mindset.
• Ability to work both independently and collaboratively in a fast-paced environment.

Preferred Qualifications

• Associate's degree in Accounting, Business Administration, or a related field.
• Experience in a construction, manufacturing, or service-based industry is a plus.

What We Offer

• Competitive Compensation: On top of a competitive base salary, this role comes with an annual incentive bonus.
• Career Growth: Opportunities to advance within a growing, industry-leading company.
• Comprehensive Benefits Package: Including health, dental, and retirement plans.
• PTO: Company Policy- Will offer up to 15 days of PTO + paid company holidays.

Compensation: $25-30/hour (dependent upon experience)

About ThermaServe

ThermaServe brings over 250 years of combined chiller and HVAC experience to North Florida and Southern Georgia. Our factory-trained technicians specialize in servicing, maintaining, and optimizing commercial chillers from all major manufacturers including Carrier, York, Trane, and Daikin. In March 2023, ThermaServe joined Exigent, a dynamic group of companies focused on providing critical commercial HVAC and mechanical services. This partnership allows ThermaServe to serve its customers better with improved capabilities and resources.

About Exigent

Exigent brings together world-class mechanical services companies, creating an integrated platform powered by cutting-edge technology and union expertise. We focus on critical facilities in recession-proof verticals like healthcare, education, and government, delivering exceptional HVAC, plumbing, and building automation services. Our platform provides operating companies with advanced sales tools, technical training, and operational support while maintaining their entrepreneurial spirit. Check out our website for more information.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

This employer is required to notify all applicants of their rights pursuant to federal employment laws.

For further information, please review the Know Your Rights notice from the Department of Labor.