Accounts Payable & Billing Specialist

Job Title: Accounts Payable & Billing Specialist
Job Location: Norfolk VA or Remote
FLSA Status: Exempt
Salary Range: $50-55k

About: 

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. 

Check out our website: AIR Control Concepts | HVAC Partnerships, Growth & Support Across North America

Job Description:
We are seeking a detail-oriented and organized individual to join our Shared Services team as an Accounts Payable & Billing Specialist. Supporting multiple operating companies across the AIR Control Concepts family, this role oversees the direct processing of payable invoices and payments, manages expense accounts and reports, and owns customer billing responsibilities from invoice generation through resolution of billing discrepancies. The specialist will work closely with project managers, vendors, customers, and Corporate and Regional financial management to keep both sides of the transaction cycle accurate and on time.

Essential Duties and Responsibilities: 
Accounts Payable

• Analyzes expense reports and other invoices for accuracy and eligibility for payment.
• Ensures correct payments are made in a timely manner and posted in the ERP System.
• Performs necessary banking tasks such as submitting and approving ACH and other electronic transactions.
• Accurately and efficiently enters vendor invoices, applying appropriate general ledger (GL) codes to ensure financial integrity.
• Ensures outstanding obligations are credited upon payment, and issues stop-payment orders as needed.
• Assists with accounting records and ledgers by reconciling monthly statements and transactions.
• Ensures accuracy of payment processing by reviewing checks and vouchers and coordinating required approvals prior to disbursement.
• Reconciles accounts payable total and general ledger with other applicable records (e.g., subsidiary vendor ledger).
• Ensures employer identification numbers or social security numbers have been collected from all vendors for preparation and submittal of 1099s.

• Generates and issues accurate customer invoices in the ERP system, including project, progress, and milestone billings.
• Reviews billing source data such as sales orders, shipments, and project milestones to ensure invoices are complete, correctly coded, and issued on schedule.
• Submits invoices through customer portals and via email or mail according to each customer's billing requirements.
• Prepares credit memos, rebills, and billing corrections with proper documentation and approvals.
• Researches and resolves billing discrepancies and disputes, partnering with project managers, sales, and customers to clear issues that delay payment.
• Ensures appropriate sales tax treatment and supporting documentation, such as exemption certificates, on customer invoices.
• Maintains organized billing records and supports month-end close with billing reconciliations and reporting.

• Provides support and responds to inquiries from Corporate and Regional financial management as needed.
• Ensures proper maintenance, filing, and storage of records in case of audits.
• Other duties as assigned.

• Associate’s degree in accounting or finance required, Bachelor’s preferred.
• Minimum of 3 years' Accounts Payable experience; billing or invoicing experience required.
• Excellent verbal and written communication skills.
• Thorough understanding of accounts payable and billing functions.
• Ability to collaborate, work independently, and work closely with other departments.
• Demonstrates ability to take initiative and use sound judgment and discretion.
• Self-motivated and proven ability to work effectively with minimal supervision.
• Strong organizational and analytical skills, adaptability, and problem-solving abilities.
• Demonstrates proficiency in ERP systems, with experience in Infor FACTS or Oracle Fusion preferred.
• Occasional travel required.

• 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

The Company provides equal employment opportunity in accordance with applicable laws and prohibits discrimination and harassment. Employment decisions are based on business needs and qualifications.   
The Company complies with disability laws and provides reasonable accommodations to qualified individuals.

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