Job Description

We are seeking a detail-oriented and highly organized Accounts Payable Specialist to manage all aspects of accounts payable for multiple entities within Total Fire Protection. This role involves processing invoices, reconciling statements, managing vendor relationships, and ensuring timely and accurate payments while adhering to company policies and procedures. The ideal candidate will have strong analytical skills, proficiency in accounting software, and the ability to work independently in a fast-paced environment.

Responsibilities:

• Manage accounts payable using accounting software and related programs, including:
• Sage 300 Construction and Real Estate
• TimberScan
• Credit Card Expense Management (Capital One)
• Service Trade
• Avid Pay
• Excel
• Ensure bills are paid accurately and on time in compliance with departmental procedures.
• Work with multiple entities within TFP and coordinate with remote office personnel for invoice approvals.
• Process invoices for weekly payments and code invoices to the correct job and general ledger account.
• Handle stop payments, voids, and reissues as needed.
• Reconcile vendor statements and resolve discrepancies promptly.
• Process expense reports and maintain Excel spreadsheets for fuel bills and automatic car payments.
• Enter and reconcile credit card statements monthly by the 10th, ensuring accuracy.
• Maintain correct user information in Expense Management (Capital One).
• Set up new vendors, including requesting Certificates of Insurance (COI) and W-9 forms.
• Establish and maintain strong relationships with new and existing vendors.
• Analyze workflow processes and recommend improvements for efficiency.
• Maintain confidentiality of financial and vendor information at all times.
• Perform other related duties as assigned.

Qualifications:

• High school diploma or equivalent; associate's degree in accounting, finance, or related field preferred.
• 2+ years of experience in accounts payable or a similar accounting role.
• Proficiency in Sage 300 Construction and Real Estate, TimberScan, and other AP-related software.
• Strong knowledge of Excel and ability to maintain complex spreadsheets.
• Excellent organizational skills with the ability to multi-task and meet deadlines.
• Strong written and verbal communication skills.
• Ability to work independently with minimal supervision.
• High level of accuracy and attention to detail.
• Ability to maintain strict confidentiality.

Job Type: Full-time (Not a remote position)

Schedule: 8-hour shift - Monday to Friday (in-office)

Benefits:

At Total Fire Protection, we recognize that our employees are the backbone of our success, and we are committed to fostering a work environment that not only values their contributions but also supports their overall well-being. Here are some of the benefits you can enjoy as a valued member of our team:

• Health insurance
• 401(k) with matching (fully vested after 2 years)
• Dental insurance
• Vision insurance
• Life insurance
• Disability insurance
• Flexible spending account
• Health savings account
• Professional Development
• Paid Time Off & Holidays
• Employee Referral Program
• Company Events & Social Activities
• Yearly Apparel Allowance

By joining Total Fire Protection, you not only become part of a dynamic and innovative team but also gain access to a comprehensive benefits package designed to support your professional and personal growth. We are committed to investing in our employees' success and well-being.

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