Accounts Payable & Billing Specialist

About the role

AIR Control Concepts is more than just a collection of firms, we are a community of forward-thinking experts committed to excellence, innovation, and collaboration. With a focus on commercial HVAC representation, we bring together esteemed entities from diverse regions, each boasting decades of invaluable experience.

Check out our website: AIR Control Concepts | HVAC Partnerships, Growth & Support Across North America

Essential Duties and Responsibilities

• Analyzes expense reports and other invoices for accuracy and eligibility for payment.
• Ensures correct payments are made in a timely manner and posted in the ERP System.
• Performs necessary banking tasks such as submitting and approving ACH and other electronic transactions.
• Accurately and efficiently enters vendor invoices, applying appropriate general ledger (GL) codes to ensure financial integrity.
• Ensures outstanding obligations are credited upon payment, and issues stop-payment orders as needed.
• Assists with accounting records and ledgers by reconciling monthly statements and transactions.
• Ensures accuracy of payment processing by reviewing checks and vouchers and coordinating required approvals prior to disbursement.
• Reconciles accounts payable total and general ledger with other applicable records (e.g., subsidiary vendor ledger).
• Ensures employer identification numbers or social security numbers have been collected from all vendors for preparation and submittal of 1099s.
• Generates and issues accurate customer invoices in the ERP system, including project, progress, and milestone billings.
• Reviews billing source data such as sales orders, shipments, and project milestones to ensure invoices are complete, correctly coded, and issued on schedule.
• Sets up and submits invoices through customer portals and via email or mail according to each customer's billing requirements.
• Prepares credit memos, rebills, and billing corrections with proper documentation and approvals.
• Researches and resolves billing discrepancies and disputes, partnering with project managers, sales, and customers to clear issues that delay payment.
• Ensures appropriate sales tax treatment and supporting documentation, such as exemption certificates, on customer invoices.
• Maintains organized billing records and supports month-end close with billing reconciliations and reporting.
• Provides support and responds to inquiries from Corporate and Regional financial management as needed.
• Ensures proper maintenance, filing, and storage of records in case of audits.
• Other duties as assigned.

Experience and Requirements

• Associate’s degree in accounting or finance required, Bachelor’s preferred.
• Minimum of 3 years' Accounts Payable experience; billing or invoicing experience required.
• Excellent verbal and written communication skills.
• Thorough understanding of accounts payable and billing functions.
• Ability to collaborate, work independently, and work closely with other departments.
• Demonstrates ability to take initiative and use sound judgment and discretion.
• Self-motivated and proven ability to work effectively with minimal supervision.
• Strong organizational and analytical skills, adaptability, and problem-solving abilities.
• Demonstrates proficiency in ERP systems, with experience in Infor FACTS or Oracle Fusion preferred.
• Occasional travel required.

Benefits

• 401(k) with employer match (immediate vesting)
• Medical – HDHP & PPO options, Dental and Vision
• HSA with employer matching contributions
• FSA & Limited FSA
• Employer Paid Life/AD&D Insurance
• Voluntary Life Insurance Plans
• Paid Family Leave
• PTO
• Paid Company Holidays – 10 Days
• Employer Paid Short-term Disability
• Long-term Disability
• Referral Bonus Opportunities
• Other voluntary fringe benefits