Accounts Payable Specialist

Job Summary: The Accounts Payable Specialist in the disaster restoration field is responsible for the accurate and timely processing of all invoices, expense reports, billing, and payment requests related to restoration projects. This role plays a critical part in ensuring proper financial management of projects, maintaining strong vendor relationships, and supporting the efficient flow of operations during and after disaster events. The ideal candidate will be detail-oriented, adaptable, possess strong organizational skills, and have a solid understanding of accounting principles, preferably with experience in construction, service, or restoration industries.

This FULL TIME position closely works with and assists the Finance Manager.

Key Responsibilities

Invoice Processing and Management:

• Receive, review, and process a high volume of vendor invoices, ensuring accuracy, proper coding to general ledger accounts and specific job costs, and adherence to company policies.
• Verify sales tax on invoices and make necessary corrections to comply with state requirements.
• Match invoices with purchase orders, work authorizations, and other supporting documentation (e.g., packing slips, service receipts) to ensure proper authorization and receipt of goods/services.
• Identify and resolve discrepancies, working collaboratively with project managers, operations teams, and vendors to ensure timely resolution.
• Input all transactions (invoices, check requests, credit card transactions) into the financial management system (e.g., QuickBooks, Xactimate, DASH, or industry-specific ERP).
• Itemization of payables
  
  

Vendor Relations And Management

• Set up and maintain vendor files, including obtaining W-9s, Certificates of Insurance (COIs).
• Respond to all vendor inquiries regarding payment status, discrepancies, and account information in a professional and timely manner.
• Reconcile vendor statements to ensure all bills are current and accurate, following up on any discrepancies or unapplied payments.
• Assist with quarterly 1099 audits and annual 1099 activity.
• Document payables for royalities monthly report.
  
  

Job Costing And Financial Support

• Maintain accurate job costing records, ensuring all expenses (labor, materials, subcontractors, equipment rentals) are allocated correctly to each project.
• Collaborate with project managers to track project expenditures and ensure costs align with project budgets.
• Assist with month-end and year-end closing processes, including preparing accruals, journal entries, and reconciliations of accounts payable sub-ledger to the general ledger.
• Generate various reports related to accounts payable, job costs, and vendor activity as requested.
  
  

Compliance And Documentation

• Ensure compliance with company policies, industry regulations, and financial controls.
• Maintain organized and accessible accounts payable documentation and support records/files (physical and digital) in compliance with retention policies.
• Assist with internal and external audit requests by researching and providing necessary documents.
• Stay informed of sales and use tax regulations relevant to the restoration industry.
  
  

Other Duties

• Assist with other administrative tasks as assigned. (Collections, Filing, Accepting customer payments, Approve employee purchases)
• Back up receptionist when needed
• Office supply maintenance
• Any other duties that might see fit by the Finance Manager any given time, to assist the department.
  
  

Qualifications And Requirements

Education: High school graduate or equivalent

Experience: 1+ years of progressive experience in accounts payable, with a strong preference for experience in the disaster restoration, construction, or service industries.

Technical Skills

• Proficiency in accounting software Quickbooks Online
• Proficiency in Microsoft Office Suite, particularly Excel.
• Ability to adapt to new software and have strong computer skills.
• Use of our company software for documentation on customer/ vendor files.
  
  

Knowledge & Abilities

• Thorough understanding of generally accepted accounting principles (GAAP) and bookkeeping procedures.
• Exceptional attention to detail and accuracy.
• Strong analytical and problem-solving skills to identify and resolve discrepancies.
• Excellent written and verbal communication skills for effective interaction with vendors, internal staff, and management.
• Strong organizational and time management skills with the ability to prioritize and manage multiple tasks in a fast-paced, high-volume environment.
• Ability to work independently and as part of a team.
• Proactive and adaptable, especially given the emergency nature of disaster restoration work.
• High degree of confidentiality and integrity.
  
  

Physical Requirements

• Primarily office-based work, requiring prolonged periods of sitting and computer use.
• Ability to occasionally lift and/or move up to 20-50 pounds.
• May require occasional flexibility to work extended hours during peak disaster events or month-end close.
• Must be able to walk a single flight of stairs consistently.
  
  

Benefits

• HOLIDAY PAY
• ACCRUED TIME OFF
• LTD/ADD/LIFE INSURANCE
• 401(k) matching
• Dental insurance
• Health insurance
  
  

MUST PASS A BACKGROUND INVESTIGATION- NO FELONIES (etc.) AS WELL AS A MOTOR VEHICLE REPORT.

MUSTE BE AUTHORIZED TO WORK IN THE UNITED STATES, NOT A SUBCONTRACTOR POSITION

NORMAL BUSINESS HOURS ARE 8AM-4:30PM MONDAY-FRIDAY

MUST HAVE RELIABLE TRANSPORTATION TO AND FROM WORK

Compensation: $19.00 - $25.00 per hour

Built on a foundation of great brands and employees with a passion for service, our vision is to be the leading provider of essential services through empowered people, world-class customer service and convenient access. By joining ServiceMaster, you'll be part of a talented network of employees with a shared vision.

Our environment is a diverse community where successful people work together to achieve common goals.

This franchise is independently owned and operated by a franchisee. Your application will go directly to the franchisee, and all hiring decisions will be made by the management of this franchisee. All inquiries about employment at this franchisee should be made directly to the franchise location, and not to The ServiceMaster Company, LLC.