Accounts Payable Administrator

HVAC Solutions•Colorado Springs, CO

About The Position

We are seeking a detail-oriented and organized Accounts Payable Administrator to join our team. The ideal candidate will be responsible for the following: Enter vendor invoices into Sage system, ensuring accurate allocation of PO and Job assignments. Set up and maintain vendor records, including managing insurance documentation, W-9 forms, 1099 forms, and discounts. Post inventory requisition sheets and manage warranty paperwork and vendor credits efficiently. Handle HVAC multi-jurisdictional TE forms to vendors in a timely manner. Generate daily, weekly, and monthly Accounts Payable reports as required. Coordinate monthly AIA billing activities with project managers. Assist in setting up customer calls by being the second point of contact on phones. Prepare ST-16 forms and monthly AIA statements for General Contractors. Submit and obtain necessary waivers from General Contractors and Suppliers as required. Process Notices of Intent (NOI) and Liens efficiently. Manage project setup, maintenance, and exemption records accurately. Be available to change weekly on-call schedules as needed. Organize and maintain vendor payment filing system for easy retrieval.

Requirements

Accounting degree and/or three years of accounts payable experience in a construction related industry.
Proficiency in Excel.

Nice To Haves

Sage 100 Contractor experience a plus.
Experience with AIA billing and ST-16 preparation a plus.

Responsibilities

Enter vendor invoices into Sage system, ensuring accurate allocation of PO and Job assignments.
Set up and maintain vendor records, including managing insurance documentation, W-9 forms, 1099 forms, and discounts.
Post inventory requisition sheets and manage warranty paperwork and vendor credits efficiently.
Handle HVAC multi-jurisdictional TE forms to vendors in a timely manner.
Generate daily, weekly, and monthly Accounts Payable reports as required.
Coordinate monthly AIA billing activities with project managers.
Assist in setting up customer calls by being the second point of contact on phones.
Prepare ST-16 forms and monthly AIA statements for General Contractors.
Submit and obtain necessary waivers from General Contractors and Suppliers as required.
Process Notices of Intent (NOI) and Liens efficiently.
Manage project setup, maintenance, and exemption records accurately.
Be available to change weekly on-call schedules as needed.
Organize and maintain vendor payment filing system for easy retrieval.