Assistant Accounts Payable Specialist

Holbrook Heating & Air Conditioning; Pompey Hill (NY); On-site; USD 42,000 - 60,000; Full time

Benefits offered by this job

Equal Opportunity Employer

Job summary

Holbrook Heating & Air Conditioning is seeking a dependable Assistant Accounts Payable Specialist to support the accounting department. The role focuses on day-to-day AP tasks, invoice processing, vendor records, and monthly statement reconciliation.

The ideal candidate maintains organized digital records and handles multiple priorities accurately. The position requires experience with QuickBooks, Excel, and Service Titan, plus strong attention to detail and the ability to work both

Qualifications

• Strong attention to detail and organizational skills.
• Ability to accurately enter and maintain financial information.
• Comfortable working with computers, electronic filing systems, and spreadsheets.
• Experience with QuickBooks, Excel, and/or Service Titan preferred.
• Previous accounts payable, bookkeeping, or accounting experience preferred.
• Ability to communicate professionally with vendors and coworkers.
• Ability to work independently while also supporting a team.
• Strong time-management skills and ability to meet weekly and monthly deadlines.

Responsibilities

• Digitally organize and save incoming invoices and packing slips into designated vendor folders.
• Process and post invoices in Service Titan for payment.
• Verify equipment pricing and invoice accuracy.
• Complete, receive, and reconcile purchase orders.
• Maintain accurate and organized accounts payable documentation.
• Assist the Accounts Payable Specialist and accounting department with additional tasks as needed.
• Prepare vendor checks for mailing, typically on Thursdays.
• Review and update QuickBooks to correct invoice discrepancies, including incorrect invoice numbers and other posting errors.
• Assist with researching and resolving vendor or invoice discrepancies.
• Reconcile and balance monthly vendor statements.
• Use Excel and QuickBooks to review vendor activity and ensure accounts are accurate.
• Work with the Accounts Payable Specialist to identify and resolve statement discrepancies or outstanding issues.

Skills

Attention to detail

Organizational skills

Time management

Vendor communication

Tools

QuickBooks

Excel

Service Titan

Job description

Description

Holbrook Heating is seeking a dependable, organized, and detail-oriented Assistant Accounts Payable Specialist to support our accounting department. This position will assist with day-to-day accounts payable functions, invoice processing, vendor records, and monthly statement reconciliation.

The ideal candidate is comfortable working with accounting software, maintaining organized digital records, and managing multiple priorities accurately and efficiently.

Requirements

Daily Responsibilities

• Digitally organize and save incoming invoices and packing slips into designated vendor folders.
• Process and post invoices in Service Titan for payment.
• Verify equipment pricing and invoice accuracy.
• Complete, receive, and reconcile purchase orders.
• Maintain accurate and organized accounts payable documentation.
• Assist the Accounts Payable Specialist and accounting department with additional tasks as needed.

Weekly Responsibilities

• Prepare vendor checks for mailing, typically on Thursdays.
• Review and update QuickBooks to correct invoice discrepancies, including incorrect invoice numbers and other posting errors.
• Assist with researching and resolving vendor or invoice discrepancies.

Monthly Responsibilities

• Reconcile and balance monthly vendor statements.
• Use Excel and QuickBooks to review vendor activity and ensure accounts are accurate.
• Work with the Accounts Payable Specialist to identify and resolve statement discrepancies or outstanding issues.

Qualifications

• Strong attention to detail and organizational skills.
• Ability to accurately enter and maintain financial information.
• Comfortable working with computers, electronic filing systems, and spreadsheets.
• Experience with QuickBooks, Excel, and/or Service Titan preferred.
• Previous accounts payable, bookkeeping, or accounting experience preferred.
• Ability to communicate professionally with vendors and coworkers.
• Ability to work independently while also supporting a team.
• Strong time-management skills and ability to meet weekly and monthly deadlines.

What We’re Looking For

We are looking for someone who is reliable, organized, willing to learn, and takes pride in maintaining accurate records. This position is a great opportunity for someone with administrative or accounting experience who would like to continue developing their accounts payable skills.

Holbrook Heating is an Equal Opportunity Employer.