What are the responsibilities and job description for the Vendor Payables & Office Administration Coordinator (Trade Services) position at Beacon?
Vendor Payables & Office Administration Coordinator (Trade Services) Why Beacon Mechanical Services
- Fast-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.
- Ensure 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.
- 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, 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.
- 3 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.
- Health Insurance
- Vacation Time
- Bookkeeping
- Accounts Payable (AP)
Salary : $30 - $32