AP Manager Office Assistant

Beacon; Stoughton (MA); On-site; USD 70,000 - 90,000; Full time

Benefits offered by this job

Health Insurance

Vacation Time

Job summary

Beacon Mechanical Services is seeking an experienced Accounts Payable Manager / Office Assistant to support a fast-paced, high-volume commercial service organization. You will take ownership of the AP process, ensure accurate coding, vendor relations, and timely payments while providing general office support.

The ideal candidate has 3+ years in AP within a trades/ service context, strong attention to detail, and proven ability to manage competing deadlines in a collaborative environment.

Qualifications

• 3+ years of direct Accounts Payable experience in a high-volume organization.
• Experience handling a large volume of vendor invoices independently and accurately.
• Strong AP workflows, invoice coding, reconciliations, and payment processing.

Responsibilities

• Manage the day-to-day accounts payable process for a high-volume organization.
• Review, code, and process vendor invoices against PO/receipts/approvals.
• Identify duplicate invoices, pricing discrepancies, missing documentation, and billing errors.
• Reconcile vendor statements and research missing invoices, credits, or payments.
• Maintain AP aging and ensure outstanding items are addressed promptly.
• Prepare invoices and supporting information for scheduled payment runs.
• Coordinate with vendors and internal teams to resolve outstanding issues.

Skills

Accounts Payable

Vendor management

High-volume processing

Attention to detail

Organizational skills

Vendor communication

Tools

QuickBooks

NetSuite

ServiceTitan

Job description

Job OverviewBeacon Mechanical Services is seeking an experienced, highly organized Accounts Payable Manager / Office Assistant to support a fast-paced, high-volume commercial service organization.This position will take primary ownership of the company’s accounts payable process, including invoice intake, coding, vendor reconciliation, payment preparation, statement review, and resolution of outstanding AP issues. The role will also provide general administrative support to the office and management team as needed.The ideal candidate has extensive experience managing AP in a high-volume environment, is comfortable working with large numbers of invoices and vendors, and understands the importance of accuracy, documentation, follow-up, and strong vendor relationships.Experience within construction, plumbing, HVAC, electrical, mechanical, facilities management, or another trade-related business is strongly preferred.Key ResponsibilitiesManage the day-to-day accounts payable process for a high-volume organization.Review, organize, code, and process vendor invoices accurately.Verify invoices against purchase orders, receipts, job information, and approvals.Identify duplicate invoices, pricing discrepancies, missing documentation, and billing errors.Reconcile vendor statements and research missing invoices, credits, or payments.Maintain AP aging and ensure outstanding items are addressed promptly.Prepare invoices and supporting information for scheduled payment runs.Track vendor credits, returns, deposits, and account balances.Maintain organized digital AP records and vendor documentation.Coordinate with vendors and internal teams to resolve outstanding issues.Assist with vendor setup, month-end reconciliation, and AP reporting.Help improve AP processes, documentation, and internal controls.Provide general office and administrative support as needed.Qualifications3+ years of direct Accounts Payable experience in a high-volume organization required.Experience independently managing a large volume of vendor invoices and accounts.Strong understanding of AP workflows, invoice coding, reconciliations, and payment processing.Experience with multiple departments, entities, locations, or job-costed expenses preferred.Trade, construction, mechanical, HVAC, plumbing, electrical, or facilities experience preferred.Strong attention to detail and financial accuracy.Ability to identify discrepancies and independently follow through to resolution.Strong organizational skills and ability to manage competing deadlines.Professional communication skills with vendors and internal management.Proficiency with spreadsheets, Google Workspace, and accounting or ERP software.Experience with QuickBooks, NetSuite, ServiceTitan, or similar systems is a plus.Ability to handle confidential financial information with discretion.BenifitsHealth InsuranceVacation TimeYou should be proficient in:BookkeepingAccounts Payable (AP)