Bookkeeper

A growing HVAC and mechanical services company is seeking an Accounting & Payroll Coordinator to support day-to-day accounting operations in a fast-paced, service-driven environment. This role will be responsible for full-cycle accounts payable, payroll administration, reconciliations, and administrative accounting support across a multi-state operation supporting residential, commercial, and multifamily service teams.

The ideal candidate is detail-oriented, highly organized, and comfortable managing manual processes, vendor documentation, fleet-related reconciliations, and high-volume transactional work.

What You'll Do

• Process high-volume accounts payable transactions in a manual and fast-paced environment
• Review, code, and enter vendor invoices accurately into the accounting system
• Prepare vendor payments and maintain supporting documentation and approvals
• Maintain organized AP records, vendor files, and payment documentation
• Request and track vendor compliance documents including W-9s, Certificates of Insurance, and service agreements
• Assist with vendor communication and follow-up regarding invoice discrepancies and payment status
• Process bi-weekly payroll for hourly and salaried employees using Paychex Flex or a similar payroll platform
• Upload and validate labor hours for payroll processing
• Ensure accurate payroll submissions and maintain payroll records
• Support payroll-related reporting and employee inquiries as needed
• Perform monthly bank and company credit card reconciliations
• Reconcile fleet-related accounts including WEX fuel cards and EZ Pass activity
• Maintain company vehicle logs and tracking records
• Coordinate ordering and management of GPS devices, fuel cards, and toll transponders for field employees and fleet vehicles
• Assist with year-end 1099 preparation and vendor record maintenance
• Provide general accounting and operational administrative support to leadership

Qualifications

• 2+ years of accounting, accounts payable, payroll, or bookkeeping experience
• Experience working in construction, HVAC, field services, mechanical contracting, or other service-based industries preferred
• Experience processing manual or high-volume AP transactions
• Familiarity with Paychex Flex or similar payroll systems
• Strong attention to detail and organizational skills
• Proficiency with Microsoft Excel and Microsoft Office
• Ability to manage confidential information professionally
• Strong communication, follow-up, and time management skills
• Comfortable working onsite in a collaborative office environment

Pay: $65,000.00 - $70,000.00 per year

Benefits

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person