Accounts Payable Specialist

Job Summary

The Accounts Payable Specialist is responsible for processing and managing vendor and subcontractor invoices related to mechanical construction projects, including HVAC, plumbing, piping, and service operations. This role ensures timely and accurate payments, compliance with contract terms and lien requirements, and supports job cost accounting across multiple mechanical projects.

Key Responsibilities

Accounts Payable & Invoice Processing

• Process high-volume invoices from material suppliers, equipment vendors, subcontractors, and service providers
• Match invoices to purchase orders, work orders, subcontracts, and receiving documentation
• Verify pricing, freight, sales tax, and contract compliance
• Prepare and process ACH and wire payments daily/weekly

Mechanical Contracting–Specific Duties

• Track progress billings, retainage, back charges, and partial payments
• Manage lien waivers and subcontractor compliance documentation
• Verify vendor requirements prior to payment
• Code invoices accurately to projects, cost codes, service tickets, or maintenance contracts

Reconciliations & Month-End Close

• Reconcile vendor statements and resolve discrepancies
• Assist with month-end accruals and AP aging reports
• Maintain organized electronic and physical AP documentation

Communication & Controls

• Respond to vendor, supplier, and subcontractor payment inquiries
• Coordinate with Project Managers, Service Managers, Purchasing, and Accounting
• Follow internal controls, accounting policies, and audit requirements

Required Qualifications

• High school diploma or GED (Associate’s degree in Accounting or Finance preferred)
• 2–4 years of Accounts Payable experience in mechanical contracting or construction
• Knowledge of mechanical construction accounting concepts
• Experience with construction or mechanical accounting systems (Sage, Procore, etc. or similar)
• Strong attention to detail and organizational skills

Preferred Skills & Competencies

• Experience with HVAC, plumbing, or piping contractors
• Familiarity with service and maintenance billing environments
• Ability to manage high-volume invoices across multiple projects
• Proficiency in Microsoft Excel and document management systems
• Strong communication and problem-solving skills

Work Environment

• Office-based role supporting both project and service operations
• Fast-paced mechanical contracting environment with strict pay cycles and deadlines

Why FOKIS Mechanical?

• Competitive salary and benefits package (401k, Health/Dental/Vision Insurances, Paid Holidays and Paid Time Off)
• Opportunities for career growth and development
• A supportive and collaborative work environment