Accounts Payable Accountant

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Job Title: Accounts Payable Accountant

Reports to: Controller

FLSA Status: Non-Exempt

Position Summary: The Accounts Payable (AP) Accountant owns the end-to-end vendor payables cycle for HHY. This role ensures accurate and timely processing of invoices, adherence to company policies and controls, and strong vendor relationships that support our multi-location, sales driven business.

Employment at Will: Nothing herein is intended to create a contract of employment or to guarantee employment for a definite duration.

Duties and Responsibilities:

Invoice & Expense Report Processing

Perform 3-way match of purchase orders, receipts and vendor invoices (including drop-ship and freight bills).
Validate pricing, terms, GL coding, job/project coding, and approvals per policy.
Process employee expense reports ensuring proper adherence to company policy.

Payment Administration

Prepare weekly payment runs (ACH/check), obtain approvals, release payments, and reconcile disbursements.
Manage early-pay discounts, credits, and vendor debit memos.

Vendor Management

Set up new vendors; maintain W-9s/1099 status, banking details, and certificates.
Serve as first point of contact for vendor inquiries, statement reconciliations, and dispute resolution.
Complete vendor credit applications and online vendor portal enrollments

Project & Cost Support

Code invoices to appropriate accounts/departments/sales orders; collaborate with operations/sales on job cost accuracy.
Track subcontractor/freight/expedite charges and allocate appropriately.

Compliance & Controls

Ensure adherence to approval guidelines, spending policies, and internal controls.
Support annual 1099 filing; assist with multi-state sales/use tax documentation as applicable.

Month-End Close

Prepare AP accruals and account reconciliations.
Reconcile A/P subledger to the GL; investigate and resolve variances.

Continuous Improvement

Recommend process enhancements, automation opportunities, and policy updates.
Maintain AP SOPs and training materials.

Reporting

Produce weekly aging reports, cash disbursement forecasts, and KPIs (e.g., DPO, on-time payments).
Support audits (financial and vendor) with requested documentation.

Position Requirements:

Required

3+ years of full-cycle Accounts Payable experience in a multi-entity or project-based environment.
Solid understanding of 3-way matching, invoice workflows, accruals, and basic GAAP.
Excellent proficiency of Microsoft Word, Excel, Outlook, and PDF programs.
Strong attention to detail, organization, and follow-through; customer service mindset.

Preferred

Experience in construction supply, distribution, manufacturing, or HVAC/MEP industries.
Experience with NetSuite (or similar) ERP systems.
1099 processing and vendor portal experience (Coupa, Ariba, etc.).
Ability to perform work accurately and thoroughly with limited supervision.
Excellent interpersonal skills with the ability to communicate with all levels of staff
Ability to convey information effectively and clearly both in both verbal and written form.
Possess the trait of being organized or following a systematic method of performing a task.
Ability to take care of both internal and external customers’ needs while following company procedures.
Ability to utilize the available time to organize and complete work within given deadlines and to take constructive advantage of idle periods.
Ability to be internally inspired to perform a task to the best of one’s ability using his or her own drive or initiative.
Must be reliable, responsible and dependable in fulfilling of obligations.
Ability to effectively build relationships with customers and coworkers.
Set the standards for delivering high customer service and lead by example.

Physical Demands:

Standing: Frequently
Walking: Frequently
Sitting: Frequently
Use of Hands/Fingers: Frequently
Bending: Frequently
Pushing/Pulling 12 lbs. or less: Occasionally
Lifting/Carrying 10 lbs. or less: Occasionally
Lifting/Carrying 11-20 lbs.: Rarely
Reaching Outward: Frequently
Reaching Above Shoulder: Occasionally
Squatting/Kneeling: Occasionally

This job description is intended to provide information regarding the essential functions and basic duties of this position. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills, and duties that could be assigned. Additional functions and requirements may be assigned by management as it deems appropriate. This document does not constitute a contract and is subject to change at the discretion of Hoffman Hydronics, LLC.

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