Senior Accounts Payable Specialist

Senior Accounts Payable Specialist

EMCOR Services Aircond, a wholly-owned subsidiary of EMCOR Group, Inc., is the Southeast's largest provider of commercial and industrial heating, ventilating, and air-conditioning (HVAC) services. For over 85 years, Aircond has delivered comprehensive HVAC solutions to businesses, deploying expert field technicians for maintenance, repairs, and energy-efficient system replacements. Guided by three generations of family leadership and backed by the strength of EMCOR Group, Inc., a Fortune 500 company, Aircond combines deep industry expertise with a commitment to innovation and reliability. Today, we serve single and multi-site clients with a full spectrum of facility services, ranging from HVAC service to complete operations and maintenance solutions.

The Senior Accounts Payable Specialist plays a key role in ensuring the accurate and timely processing of vendor, subcontractor, and employee-related payments. This position is responsible for high-volume data entry, invoice reconciliation, vendor communication, and compliance with internal financial controls. The ideal candidate is detail-oriented, organized, and proactive in resolving discrepancies, supporting both Finance and Operations teams. This position also contributes to tax reporting, rebate tracking, and system data integrity, requiring effective communication skills and the ability to manage multiple priorities in a fast-paced environment. This role reports to the Accounting Manager and is located in Smyrna, GA.

Essential Duties and Responsibilities

• Invoice Processing & Data Entry
• Accurately enter vendor and subcontractor invoices for payment, ensuring compliance with company policies and procedures while maximizing available discounts.
• Process a high volume of P-Card transactions, ensuring accurate job, project, and general expense coding.
• Enter and process routine General & Administrative (G&A) invoices and check requests.
• P-Card & Expense Management
• Coordinate with P-Card holders (technicians, managers, etc.) to collect and verify receipts.
• Process and pay employee expense reports weekly; resolve discrepancies in collaboration with employees.
• Vendor Relations & Reconciliation
• Respond to vendor inquiries promptly to ensure timely issue resolution.
• Reconcile vendor statements monthly to maintain accurate accounts.
• Lead and coordinate new vendor setup, ensuring all required documentation (e.g., W-9s) is collected and filed.
• Reporting & Compliance
• Assist in preparing periodic activity and exception reports.
• Research and reconcile vendor and subcontractor account statements to ensure accurate job / project cost recognition.
• Support end-of-month reconciliation of the AP Aged Trial Balance to the General Ledger.
• Documentation & Filing
• File, upload, and index all accounts payable-related documentation in accordance with company standards.
• Payment Processing
• Lead and coordinate weekly check runs for vendors, subcontractors, and routine business expenses.
• Manage vendor requests for sales tax exemption documentation.
• Tax & Rebate Support
• Assist with preparation and filing of annual 1099 tax forms.
• Support the Quarterly National Purchasing Rebate program by collecting and reporting accurate data.
• System & Team Support
• Provide invoice and vendor-level data support to Finance and Operations teams using COINS.
• Demonstrate flexibility to work outside normal business hours or on weekends as needed.
• Occasional travel may be required.

Qualifications

High school diploma or equivalent required; Associate's or Bachelor's degree in Accounting, Finance, or related field preferred. A minimum of 10 years of progressive accounts payable experience, including experience with high-volume invoice processing and vendor management. Prior experience in a senior or lead AP role, or a similar role, is strongly preferred. Proficiency in accounting software (e.g., COINS or similar ERP system). Strong working knowledge of Microsoft Excel (e.g., pivot tables, VLOOKUPs) and other Microsoft Office applications. Familiarity with electronic payment systems, P-Card programs, and 1099 reporting requirements. Self-starter, who takes initiative necessary. Strong attention to detail and accuracy in data entry and reconciliation. Ability to analyze and resolve discrepancies independently. Excellent organizational and time management skills; able to manage multiple priorities and meet deadlines. Strong written and verbal communication skills. Ability to work collaboratively with internal teams (Finance, Operations, Procurement) and external vendors. Customer service mindset with a proactive approach to problem-solving. Ability to maintain confidentiality and handle sensitive financial information. Commitment to continuous improvement. Flexibility to work outside normal business hours and occasional travel, as needed.

At EMCOR Services Aircond, you'll be part of a team that values integrity, safety, empowerment, teamwork, and continuous improvement. We offer careers where good work is valued, respected, and rewarded and you will have the ability to make a meaningful impact in a growing organization. While performing the duties of this job, the employee frequently is required to sit and use hands to operate computer keyboard and telephone. The employee is occasionally required to stand, walk, and reach with hands and arms. The employee must occasionally lift and / or move up to 10 pounds. Specific vision abilities required by this job include close vision, and ability to adjust focus. This position works in a typical office environment. The noise level in the work environment is usually moderate.

Equal Opportunity Employer / Veterans / Disabled