Accounts Payable Coordinator

Position Purpose: As the Accounts Payable Coordinator, you will assist the Accounts Payable Manager as needed and respond to information requests by management and outside vendors. Effectively build relationships with internal customers and co-workers while following company procedures and values. The Accounts Payable Coordinator should be a team-player, excellent communicator and be able to multitask while maintaining a high regard for the details. Adaptability and positivity are key qualities to be successful in this role.

Hoffman Mechanical Solutions, Inc. is a company focused on being #1 in the HVAC industry in providing the most innovative HVAC solutions through superior design and customer service.  

Employment at Will: Nothing herein is intended to create a contract of employment or to guarantee employment for a definite duration. 

Accounting Coordinator duties and responsibilities:

• Processing AP invoices through Viewpoint against PO’s, Work orders and/or GL accounts, including complex multi-line entries. 
• Verifying/revising Purchase Orders entered into Viewpoint when necessary.
• Communicating with HMS admin team to resolve invoice issues.
• Reconciling AP vendor statements; communicating with vendors as needed to resolve outstanding invoices and discrepancies. 
• Resolving discrepancies from vendor accounts through research and corrective AP entries.
• Monitoring and responding to incoming accounting emails in a timely manner. 
• Reconciling company purchasing card statement- confirming receipts and GL coding.
• Picking up and sorting mail from post office and sister property (all within GSO).
• Assisting Accounts Payable Manager with Month End Close duties as required. 
• Various other accounting dept assistance 

Education and Experience for Accounting Coordinator: 

• Completed or pursuing an Associates degree in accounting or finance or a minimum of 2 years of related experience.

 Job Expectations

• Arrives for work on time and begins to work promptly. 
• Communicates effectively and clearly; verbally and written 
• Performs work accurately and thoroughly
• Is dependable and trustworthy. 
• Utilizes the available time to organize and complete work within given deadlines and to take constructive advantage of idle periods
• Effectively builds relationships and communicates with vendors, internal customers and co-workers
• Keeps work area neat and organized
• Successfully prioritizes work and time 
• Completes all work including last-minute incoming mail and scheduling needs prior to scheduled time off. 
• Earns and maintains the confidence of co-workers, vendors, administrative team, sales team and management and finance team. 
• Understands and prioritizes the time sensitive nature of accounts payable and critical deadlines. 
• Displays enthusiasm and desire to get the job done promptly and accurately.
• Understands that interaction with billers, vendors and admin team will be critical
• Identifies inconsistencies and errors and makes appropriate corrections. 

Physical Demands

• Standing: Frequently 
• Walking: Frequently
• Sitting: Frequently
• Handling/Fingering: Frequently
• Reaching Outward: Frequently
• Bending: Frequently
• Pushing/Pulling 12 lbs or less: Frequently
• Lifting/Carrying 10 lbs or less: Frequently
• Lifting/Carrying 11-20 lbs: Occasionally
• Reaching Above Shoulder: Occasionally
• Squatting/Kneeling: Occasionally

Environment: The work environment at Hoffman Mechanical Solutions is an open office environment in a controlled atmosphere building. Some work may be required for short periods of duration in a non-air-conditioned environment.

Reasonable Accommodations Statement: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. 

This job description is intended to provide information regarding the essential functions and basic duties of this position. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and duties that could be assigned. Additional functions and requirements may be assigned by management as it deems appropriate. This document does not constitute a contract and is subject to change at the discretion of Hoffman Mechanical Solutions, Inc. 

EOE/Vets/Disabled

No phone calls please.