Office & Accounts Payable Coordinator

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

Office & Accounts Payable Coordinator

About the Company

Professional Fire Protection is an affiliated company of Guardian Fire Protection and trusted provider of fire protection and life safety solutions, proudly serving businesses throughout the Richmond and Norfolk regions of Virginia and Eastern North Carolina since 2003. Headquartered in Norfolk, with additional locations in Ashland and Chester, Professional Fire delivers comprehensive, end-to-end services including system design, installation, inspection, testing, monitoring, and repair. Our expertise spans fire sprinkler systems, fire alarms, special hazards and kitchen fire suppression, fire pumps, range hood and paint booth suppression, and integrated fire and security monitoring. Known for quality workmanship, responsive service, and a strong safety-first culture, Professional Fire is driven by a team of skilled professionals committed to protecting people, property, and communities.

About The Opportunity

We are seeking a highly organized and detail-oriented Office & Accounts Payable Coordinator to support our growing team. This role serves as a key administrative resource, providing support across Accounting, Payroll, Human Resources, and daily Office Operations. The ideal candidate thrives in a fast-paced environment, enjoys managing multiple priorities, and takes pride in ensuring operational processes run smoothly and accurately.

This position requires strong communication skills, attention to detail, and the ability to work collaboratively with employees, managers, vendors, customers, and external partners.

Job Duties

Accounts Payable Support

• Process accounts payable through Ramp, ensuring invoices are accurately entered, coded, approved, and scheduled for payment.
• Reconcile vendor statements and accounts on a monthly basis.
• Maintain accurate vendor records and support documentation.
• Communicate with vendors regarding invoice status, payment inquiries, and account discrepancies.
• Coordinate with internal departments to obtain invoice approvals and support documentation.

Billing & Accounts Receivable Support

• Prepare and submit monthly AIA billings.
• Distribute invoices to customers and ensure proper delivery to multi-location accounts.
• Assist with tracking outstanding balances and support collections efforts as needed.
• Maintain accurate billing records and customer documentation.

Payroll Support

• Collect and review weekly employee timesheets from managers.
• Assist with time clock edits and corrections in iSolved.
• Communicate with managers regarding missing or inaccurate time entries.
• Verify employee hours prior to payroll submission.
• Prepare and submit weekly Certified Payroll Reports (CPR).
• Track employee call-outs and attendance using the company calendar.
• Enter employee reimbursements and per diem payments into Intacct.

Human Resources Support

• Collect and organize required documentation for new hires.
• Coordinate onboarding activities alongside HR.
• Ensure employee personnel files remain complete, accurate, and compliant.
• Support employees record maintenance and related administrative functions.

Office & Operations Support

• Assist with employee IT setup, mobile phones, and basic troubleshooting.
• Coordinate and communicate weekly on-call schedules.
• Answer and direct incoming phone calls in a professional manner.
• Enter and maintain sales leads in Salesforce.
• Maintain office supply inventory and place replenishment orders.
• Arrange hotel accommodation and travel logistics for field staff.
• Provide general administrative support to management and operational teams.

Qualifications

Required

• High school diploma or equivalent.
• 2+ years of administrative, accounting, payroll, or office coordination experience.
• Proficiency with Microsoft Office Suite, particularly Excel, Outlook, and Teams.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Ability to prioritize multiple tasks and meet deadlines.

Preferred

• Experience with Ramp, Intacct, iSolved, Salesforce, or similar business systems.
• Familiarity with construction or service industry billing practices, including AIA billing.
• Prior experience supporting payroll, HR, or accounting functions.
• Knowledge of certified payroll reporting.

Compensation

• Pay is hourly and is negotiable dependent on candidate experience
• Potential quarterly bonuses

Benefits

• 401K with a company match
• Medical, Dental and Vision Insurance
• Company paid Short Term Disability
• Company paid Long Term Disability
• Company paid Life and AD&D insurance
• Pre-tax accounts for health and dependent care
• Aflac
• Vacation and Personal time
• Paid holidays
• Tuition Reimbursement

Professional Fire Protection is firmly committed to Equal Employment Opportunity (EEO) and prohibits employment discrimination for employees and applicants based on his or her age, race, color, pregnancy, gender, gender identity, sexual orientation, national origin, religion, marital status, citizenship, or because he or she is an individual with a disability, protected veteran or other status protected by federal, state, and local laws.

This link leads to the machine-readable files that are made available in response to the federal Transparency in Coverage Rule and includes negotiated service rates and out-of-network allowed amounts between health plans and healthcare providers. The machine readable files are formatted to allow researchers, regulators, and application developers to more easily access and analyze data.

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