Accounts Payable & Office Coordination Specialist

Professional Fire Protection Systems; Norfolk (VA); On-site; USD 25,000 - 39,000; Full time

Benefits offered by this job

401K matching

Medical, Dental, Vision

Paid holidays

Tuition Reimbursement

Job summary

Professional Fire Protection is seeking an Office & Accounts Payable Coordinator to support accounting, payroll, HR, and daily office operations in Norfolk, VA. The role emphasizes accuracy, organization, and efficient cross‑team collaboration.

You will manage AP in Ramp, handle AR/Billing, assist with payroll submissions, and help maintain HR files and onboarding processes, while coordinating IT needs and travel for field staff.

Qualifications

• High school diploma or equivalent.
• 2+ years in administrative, accounting, payroll, or office coordination.
• Proficiency with Microsoft Office Suite, especially Excel, Outlook, and Teams.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication; ability to prioritize tasks.

Responsibilities

• Process accounts payable via Ramp; code, approve, and schedule payments.
• Reconcile vendor statements; maintain records and support docs.
• Collaborate with departments to obtain invoice approvals and documentation.
• Prepare monthly AIA billings and distribute invoices to customers.
• Assist with tracking balances and collections efforts as needed.
• Collect weekly timesheets, review for accuracy, and submit CPR.
• Coordinate onboarding, maintain HR files, and assist payroll.
• Support IT setup, on-call schedules, and travel logistics for field staff.

Skills

Administrative support

Microsoft Excel

Outlook

Teams

Time management

Education

High school diploma or equivalent

Tools

Ramp

Intacct

iSolved

Salesforce

Job description

Professional Fire Protection is seeking an Office & Accounts Payable Coordinator to support accounting, payroll, HR, and daily office operations in Norfolk, VA. The role emphasizes accuracy, organization, and efficient cross‑team collaboration.

You will manage AP in Ramp, handle AR/Billing, assist with payroll submissions, and help maintain HR files and onboarding processes, while coordinating IT needs and travel for field staff.