Vendor Payables & Office Administration Coordinator (Trade Services)

Torrey Holistics; Stoughton (MA); On-site; USD 60,000 - 75,000; Full time

Benefits offered by this job

Health Insurance

Vacation Time

Job summary

Beacon Mechanical Services seeks a detail-oriented Vendor Payables & Office Administration Coordinator to manage day-to-day accounts payable in a fast-paced, high-volume shop. You will code, review, and process invoices, matching them to POs and receipts, while reconciling statements and resolving discrepancies.

Strong organizational skills and cross-team collaboration are essential. The role supports vendor relationships, improves AP processes, and handles general office tasks to keep

Qualifications

• 3+ years of direct AP experience in a high-volume environment.
• Strong ability to code, approve, and process invoices accurately.
• Experience with multi-department, multi-entity expenses is a plus.

Responsibilities

• Manage day-to-day AP operations in a high-volume setting.
• Review, organize, code, and process vendor invoices with precision.
• Match invoices to POs, receipts, and approvals; identify discrepancies.
• Reconcile vendor statements and resolve missing invoices or credits.
• Maintain AP aging and ensure timely payments; prepare payment runs.

Skills

Vendor invoices

AP workflows

Reconciliations

Attention to detail

Tools

QuickBooks

NetSuite

ServiceTitan

Job description

Vendor Payables & Office Administration Coordinator (Trade Services)Why Beacon Mechanical ServicesFast-paced, high-volume commercial services environment where accuracy matters.Hands-on role with real ownership of vendor payables and office support.Opportunity to sharpen processes, enhance documentation, and strengthen vendor relationships.Your impactEnsure every vendor invoice is properly coded, approved, and processed on time.Protect margin through diligent PO/receipt matching, error detection, and credits tracking.Keep the organization running smoothly with dependable administrative support.Key responsibilitiesManage day-to-day AP operations in a high-volume setting.Review, organize, code, and process vendor invoices with precision.Match invoices to POs, receipts, job information, and approvals.Identify duplicates, pricing discrepancies, missing documentation, and billing errors.Reconcile vendor statements; research missing invoices, credits, and payments.Maintain AP aging; drive timely resolution of outstanding items.Prepare documentation and files for scheduled payment runs.Track vendor credits, returns, deposits, and balances.Maintain organized digital AP records and vendor documentation.Collaborate with vendors and internal teams to resolve issues promptly.Assist with vendor setup, month-end reconciliation, and AP reporting.Recommend and implement improvements to AP processes and internal controls.Provide general office and administrative support as needed.Qualifications3+ years of direct AP experience in a high-volume organization.Demonstrated ability to independently manage large invoice and vendor volumes.Strong command of AP workflows, invoice coding, reconciliations, and payment cycles.Experience spanning multiple departments, entities, locations, or job-costed expenses (preferred).Trade/field background (construction, mechanical, HVAC, plumbing, electrical, facilities) preferred.Meticulous attention to detail; committed to financial accuracy.Analytical mindset with persistence to resolve discrepancies.Excellent organization and deadline management skills.Clear, professional communication with vendors and management.Proficiency with spreadsheets, Google Workspace, and accounting/ERP platforms.Familiarity with QuickBooks, NetSuite, ServiceTitan, or comparable systems is a plus.Ability to handle confidential financial information with discretion.BenefitsHealth InsuranceVacation TimeProficienciesBookkeepingAccounts Payable (AP)