Construction Accounts Payable Clerk (Hybrid)

Hoffman Mechanical Solutions, Inc.; Greensboro, Northern (NC, KY); On-site; USD 42,000 - 56,000; Full time

Benefits offered by this job

Employee-owned company

Hybrid work arrangements

Job summary

Hoffman Mechanical Solutions, Inc. in Greensboro, NC seeks a meticulous Accounts Payable Clerk to support the accounting team with accurate processing of vendor invoices and payments in a fast-paced, project-based HVAC and construction environment.

You will review invoices, code costs to GL and job-cost accounts, and manage supplier communications. Ideal candidates are detail-oriented, dependable, and capable of cross-functional collaboration across project management, purchasing, and

Qualifications

• Experience processing vendor invoices, reviewing supporting documentation, and maintaining accurate financial records.
• Strong attention to detail and ability to process a high volume of invoices accurately.
• Proficiency in Microsoft Excel, Outlook, and accounting or ERP systems.
• Strong organizational, communication, and follow-up skills.
• Ability to manage competing deadlines while maintaining accuracy and confidentiality.

Responsibilities

• Review, verify, code, and enter vendor invoices accurately and timely.
• Match invoices to purchase orders, packing slips, receiving tickets, delivery confirmations, and other supporting documentation.
• Code invoice costs to the appropriate general ledger account, department, job, phase, cost code, work order, or equipment account.
• Assist in ensuring material, equipment, freight, rental, subcontractor, and other job-related costs are recorded accurately.
• Maintain complete and organized invoice support for internal review, job-cost reporting, and audit purposes.
• Reconcile vendor statements and research outstanding invoices, open credits, duplicate payments, and account discrepancies.
• Communicate professionally with vendors regarding invoice status, payments questions, credits, statements, remittance information, and account balances.
• Maintain accurate vendor records, including payment terms, contact information, W-9 documentation, and required approvals.
• Assist with collecting and organizing vendor documentation needed to support company payment and compliance requirements.
• Obtain appropriate invoice approvals and follow up with purchasing, warehouse, service, project management, and operations personnel as needed.
• Research and resolve discrepancies involving pricing, quantities, freight charges, sales tax, duplicate invoices, missing receiving documentation, and unauthorized purchases.
• Escalate unresolved issues, potential duplicate payments, or material invoice discrepancies to the Accounting Manager.
• Assist with month-end close activities by ensuring invoices are entered in the appropriate accounting period.
• Maintain organized accounts payable records in accordance with company policies and internal-control procedures.
• Act as a key liaison between accounting, project management, service operations, purchasing, warehouse personnel, and vendors.
• Partner with internal teams to ensure vendor invoices are properly approved, coded, and processed in a timely manner.
• Support positive vendor experience through clear communication, prompt follow-up, and professional issue resolution.

Skills

Attention to detail

Time management

Communication skills

Cross-functional collaboration

Data entry

Tools

Microsoft Excel

Outlook

ERP systems

Job description

Hoffman Mechanical Solutions, Inc. in Greensboro, NC seeks a meticulous Accounts Payable Clerk to support the accounting team with accurate processing of vendor invoices and payments in a fast-paced, project-based HVAC and construction environment.

You will review invoices, code costs to GL and job-cost accounts, and manage supplier communications. Ideal candidates are detail-oriented, dependable, and capable of cross-functional collaboration across project management, purchasing, and