Accounts Payable Specialist

Accounts Payable Specialist Job Location : Norfolk VA / Hybrid Flexibility (upon training completion) FLSA Status : Exempt Salary Range: $55-65k annually

AIR Control Concepts | HVAC Partnerships, Growth & Support Across North America Job Description: We are seeking a highly motivated and detail-oriented Accounts Payable Specialist to join our growing finance team. This role is responsible for processing vendor invoices, managing payment cycles, maintaining accurate financial records, and supporting customer invoicing activities. The ideal candidate is extremely organized, thrives in a fast-paced environment, adapts quickly to changing priorities, and can independently learn new processes and systems.

About AIR Control Concepts

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.

We understand that success in the HVAC industry goes beyond individual accomplishments.

That's why we believe in the power of unity and collaboration.

By leveraging our collective assets, knowledge, and resources, we empower our member firms to deliver unparalleled service, safety, and efficiency to clients across healthcare, commercial, and residential sectors.

Responsibilities

• Accounts Payable Process high volumes of vendor invoices accurately and timely.
• Review invoices for proper approvals, coding, and supporting documentation.
• Match invoices to purchase orders and receiving documents when applicable.
• Investigate and resolve invoice discrepancies and payment issues.
• Maintain vendor records and onboarding documentation.
• Prepare and process vendor payments through check, ACH, wire, and other payment methods.
• Reconcile vendor statements and resolve outstanding items.
• Assist with month-end close activities, including accruals and account reconciliations.
• Ensure compliance with company policies and internal controls.
• Customer Invoicing / Accounts Receivable Support Generate and distribute customer invoices accurately and on a timely basis.
• Review customer billing information and contract terms for accuracy.
• Investigate and resolve billing discrepancies.
• Work closely with operations, sales, and customer service teams to ensure accurate invoicing.
• Monitor customer invoicing workflows and identify opportunities for process improvement.
• Support collection efforts and respond to customer billing inquiries as needed.
• Improvement & Operational Support Identify opportunities to streamline AP and invoicing processes.
• Assist with system implementations, testing, and process documentation.
• Maintain organized electronic records and supporting documentation.
• Support audits and information requests from internal and external stakeholders.
• Perform special projects and other duties as assigned.

Requirements

• This position requires a strong sense of ownership, excellent problem-solving skills, and a commitment to accuracy and continuous improvement.
• Required Qualifications Associate's degree in Accounting, Finance, Business, or related field required.
• 3+ years of accounts payable experience, preferably in a high-volume environment.
• Experience with customer invoicing and billing processes.
• Strong understanding of accounting principles and financial controls.
• Proficiency in Microsoft Excel Excellent organizational skills and attention to detail.
• Strong verbal and written communication skills.
• Ability to manage multiple priorities and meet deadlines.
• Sponsorship Applicants must be legally authorized to work in the United States.
• At this time, Air Control Concepts does not provide employment-based visa sponsorship for this position, either now or in the future.

Preferred

• Qualifications Experience with Oracle Experience supporting both accounts payable and accounts receivable functions.
• Knowledge of month-end close processes.

Benefits

• We offer a competitive and comprehensive benefits package, including: 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 Equal Employment Opportunity Statement Air Control Concepts is an Equal Opportunity Employer.

We are committed to providing equal employment opportunities to all qualified applicants and employees without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other characteristic protected by applicable federal, state, or local law.