Accounts Payable Bookkeeper

ClayHR Inc.; Wilmington (NC); On-site; USD 38,000 - 56,000; Full time

Benefits offered by this job

Dental & Health Insurance

Health Savings Account

Paid Time Off

Short & Long-Term Disability Insurance

Life Insurance

Professional Development Assistance

Retirement Plan

Profit Sharing

Job summary

ThermalTran Mechanical, Inc. is seeking an Accounts Payable Bookkeeper to manage payables from invoice receipt through payment, support AR, job costing, and monthly close.

This on-site role requires accuracy, organization, and the ability to handle a high volume of invoices in QuickBooks Desktop Enterprise and ServiceTitan. You will work with project managers, service staff, purchasing, and the CFO to resolve discrepancies, code costs to jobs, and keep vendor records up to date.

Qualifications

• High school diploma or equivalent required.
• Detail-oriented with strong organizational skills.
• Proficient in Microsoft Office, particularly Excel.
• Prior experience with QuickBooks or other accounting software.

Responsibilities

• Receive, review, process, and organize vendor invoices promptly and accurately.
• Scan and enter invoices and receipts into QuickBooks Desktop Enterprise and ServiceTitan.
• Code each invoice to the correct general ledger account, job, cost code, and department.
• Maintain organized AP records and respond to vendor inquiries.

Skills

Attention to detail

Organizational skills

Communication

Team collaboration

Education

High school diploma or equivalent

Tools

QuickBooks Desktop Enterprise

ServiceTitan

Excel

Job description

Position: Accounts Payable Bookkeeper ID: _0004

ThermalTran Mechanical, Inc. is a locally owned commercial HVAC and mechanical contractor. The Accounts Payable Bookkeeper manages payables from the time an invoice arrives through payment, and supports accounts receivable, job costing, and the monthly close. The position keeps vendor invoices properly coded, approved, entered, and paid on time, and keeps job-cost records accurate in QuickBooks Desktop Enterprise and ServiceTitan.

The bookkeeper works with project managers, service managers, purchasing, warehouse personnel, field technicians, vendors, and the CFO to clear discrepancies, collect any needed documentation, and assign costs to the right jobs, departments, and expense accounts.

The right person is organized, precise, and dependable, and can move a high volume of invoices and receipts without losing accuracy or missing a deadline.
This is an on-site, in-person position local to Wilmington, North Carolina.

• Accuracy. Enters and reviews financial information carefully and catches discrepancies before they grow.
• Organization. Keeps records in order and stays ahead of invoice volume, documentation, and deadlines.
• Accountability and Time Management. Owns the work and follows it through without needing to be checked on.
• Communication and Teamwork. Writes and speaks clearly with vendors, project managers, service personnel, and other departments.
• Problem solving. Investigates discrepancies, resolves them, and knows when to bring issues to management's attention.
• Confidentiality and Integrity. Handles sensitive financial information discreetly, and is honest and dependable.

Perks & Benefits That Work as Hard as You Do:

• Dental & Health Insurance– Solid coverage to keep you and your family healthy.
• Health Savings Account (HSA)– Tax-advantaged savings for medical expenses—smart and flexible.
• Paid Time Off– We believe in working hard and recharging well.
• Short & Long-Term Disability Insurance– Life happens. We’ve got your back.
• Life Insurance– Peace of mind for you and your loved ones.
• Professional Development Assistance– Want to grow your skills? We’ll help.
• Retirement Plan– Invest in your future with confidence. We'll match what you put in.
• Profit Sharing– When the company wins, you win too! We believe in sharing success with the team that makes it happen.

Responsibilities

Accounts payable

• Receive, review, process, and organize vendor invoices promptly and accurately.
• Scan and enter invoices and credit card receipts into QuickBooks Desktop Enterprise and ServiceTitan, including vendor, invoice number, date, amount, terms, and account and job coding.
• Match invoices to purchase orders, receiving records, contracts, and other supporting documents before payment.
• Code each invoice to the correct general ledger account, job, cost code, and class or department.
• Catch duplicate, incorrect, or questionable invoices and resolve them before payment.
• Send sales-tax exemption certificates to vendors and keep exemption records up to date.
• Keep vendor records updated, including contacts, payment terms, W-9s, and other tax documents. Enter new vendors from completed W-9s.
• Process recurring bills and other routine expenses.
• Answer vendor questions on invoices, payment status, balances, and discrepancies.
• Maintain organized electronic and paper AP records.

Accounts Receivable and Cash

• Receive customer payments, build payment batches, and export them to QuickBooks.
• Create new export batches and correct export errors before posting.
• Build deposits in QuickBooks and make the related bank deposits.
• Create customer invoices and invoice reports as assigned, and process customer work orders and purchase orders.
• Audit ServiceTitan against QuickBooks so accounts receivable and accounts payable agree in both systems.

Job Costing and Construction Accounting

• Assign material, equipment, subcontractor, and other job costs to the correct jobs in ServiceTitan.
• Work with project managers and service personnel to clarify job charges, discrepancies, or missing job numbers.
• Help track committed and actual costs, and keep job-cost records current throughout the project.
• Maintain subcontractor and vendor files, including lien waivers, certificates of insurance, and W-9s.
• Collect expense reports, calculate travel per diems, enter these costs on the job, and report to payroll.
• Process Duke Energy rebate applications and related documentation.
• Complete equipment warranty registrations and file the related records.

Credit Cards and Company Expenses

• Review and reconcile company credit card activity.
• Collect receipts, scan them, and attach them to the transaction in QuickBooks.
• Code credit card purchases to the correct account and job.

General Bookkeeping and Other Administrative Support

• Support the monthly accounts payable close.
• Reconcile vendor statements and other accounts.
• Monitor and organize the company accounting email address.
• Provide administrative support to the CFO, CEO, sales team, project managers, or service department as assigned.
• Perform notarial acts on company documents if commissioned as a Notary Public.
• Serve as backup to the Customer Service Representative by answering the company's main phone line, directing incoming calls, taking accurate messages,or scheduling service calls.
• Provide courteous and professional assistance to callers when the Customer Service Representative is unavailable or needs additional support.

Requirements

Mandatory Requirements

• High school diploma or equivalent required.
• Prior experience with QuickBooks or other accounting software.
• Detail-oriented and able to catch errors before they become bigger problems.
• Organized and able to manage a high volume of invoices, documents, and deadlines.
• Self-directed and able to set priorities and meet deadlines, working independently without day-to-day supervision
• Clear written and spoken communication
• Professional manner with vendors, other team members, and clients.
• Confidentiality of sensitive financial information required
• Proficient in Microsoft Office, particularly Excel.
• Proficient with computers and technology.

Bonus Points if you come in with these!

• Associate's or higher degree
• Prior accounts payable, bookkeeping, or accounting experience
• Active Notary Public commission
• Construction, mechanical, HVAC, plumbing, electrical, or other trade industry accounting experience