Accounts Receivable / Accounts Payable (AR/AP) Specialist

Join a Growing HVAC Leader

Nicolet Heating & Cooling is a growing HVAC contractor serving residential, commercial, and multi-family customers throughout Northeast Wisconsin. We pride ourselves on exceptional customer service, quality workmanship, and building a team of professionals who take ownership of their work.

We are seeking a detail-oriented, organized, and dependable Accounts Receivable / Accounts Payable Specialist to manage daily accounting functions and support our growing operations. The ideal candidate has strong QuickBooks experience, excellent organizational skills, and enjoys working in a fast-paced office environment.

Position Summary

The AR/AP Specialist is responsible for maintaining accurate financial records, processing vendor invoices, managing customer billing and collections, reconciling accounts, and assisting with general accounting duties. This position plays a key role in maintaining the company’s financial accuracy and cash flow.

Primary ResponsibilitiesAccounts Receivable

· Generate and distribute customer invoices.

· Apply customer payments accurately.

· Monitor outstanding balances and follow up on overdue accounts.

· Communicate professionally with customers regarding payment questions.

· Reconcile customer accounts.

· Prepare aging reports for management.

· Assist with lien waivers and customer documentation as needed.

Accounts Payable

· Receive, review, and enter vendor invoices.

· Match invoices with purchase orders and receipts.

· Prepare monthly check runs and electronic payments.

· Maintain vendor records and W-9 information.

· Reconcile vendor statements.

· Resolve invoice discrepancies with suppliers.

· Track subcontractor invoices and documentation.

Accounting & Administrative

· Perform daily bank deposits and account reconciliations.

· Maintain accurate records in QuickBooks.

· Maintain and monitor job costing for residential, commercial, and multi-family projects.

· Allocate labor, materials, subcontractor costs, equipment rentals, and other project expenses to the appropriate jobs.

· Reconcile actual job costs against estimates and assist management in identifying cost overruns and profitability trends.

· Work closely with project managers, purchasing, and operations to ensure all costs are coded accurately and recorded in a timely manner.

· Assist with month-end closing procedures.

· Support payroll preparation as needed.

· Generate financial and operational reports.

· Maintain organized digital and paper filing systems.

· Assist office staff with accounting-related questions.

· Support additional administrative duties as assigned.

Qualifications

· 3 years of Accounts Receivable and Accounts Payable experience.

· Strong working knowledge of QuickBooks Online.

· Proficiency with Microsoft Excel, Outlook, and Word.

· Excellent organizational and time management skills.

· High attention to detail and accuracy.

· Strong written and verbal communication skills.

· Ability to handle confidential financial information.

· Ability to prioritize multiple tasks in a fast-paced environment.

Preferred Qualifications

· Experience in the HVAC, mechanical contracting, or construction industry.

· Strong understanding of job costing, work-in-progress (WIP) reporting, and project profitability.

· Experience with purchase orders and inventory reconciliation.

· Understanding of Wisconsin sales tax and payroll reporting.

· Experience with FieldEdge or similar service management software is a plus.

What We Offer

· Competitive hourly wage based on experience.

· Paid vacation and holidays.

· Health insurance.

· Retirement savings plan.

· Opportunities for professional growth.

· Stable, year-round employment.

· Supportive team environment.

Why Nicolet Heating & Cooling?

We’re building a company where great people can build long-term careers. If you’re organized, dependable, enjoy accounting, and want to be part of a growing team that values integrity and excellence, we’d love to hear from you.

Apply today by submitting your resume and a brief summary of your accounting experience.

Pay: $56,000.00 - $65,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Experience:

• Accounts receivable: 3 years (Required)
• Accounts payable: 3 years (Required)
• QuickBooks Online: 1 year (Required)

Work Location: In person

Salary : $56,000 - $65,000