Accounts Payable Representative

With over 150 years of experience, and headquartered in Southern CA, CoolSys is the market-leading indoor environment solutions company. Our full spectrum of best-in-class services includes HVAC & refrigeration installations, remodels, service & maintenance; and energy solutions, including controls and lighting. CoolSys serves customers in the retail, commercial, food service, educational, healthcare, and industrial markets.
WHY JOIN US
We understand that hiring great people is the foundation of everything we do. Our employee benefits packages include:

• Competitive pay
• Medical, Dental, Vision and Prescription coverage
• Paid vacation and holidays
• 401(K) match
• Life insurance, AD&D and long-term disability
• Tuition reimbursement
• Opportunities available nationwide
• Employee discounts on vehicles, hotels, theme parks, select cell phone bills and so much more
• Pet Insurance
• Legal Plan, and ID Theft Protection

JOB SUMMARY

The Accounts Payable Representative 1 is responsible to verify and process system invoices as well as c omplete payments and control expenses by receiving, processing, and reconciling invoices

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Reconciles invoices against Purchase Orders and receipt of goods, as well as reconciling expense invoices to accounts and cost center by analyzing services rendered.
• Pays vendors by monitoring discount opportunities, scheduling and preparing checks, resolving purchase order, contract invoice, or payment discrepancies and documentation, insuring credit is received for outstanding memos, for returns or billing issues.
• Maintaining historical data and records.
• Verifies vendor accounts by reconciling monthly statements and related transactions.
• Reports sales taxes by calculating requirements on paid invoices.
• Prepares accrual for finance at month end.
• Preparing analyses of accounts and producing monthly reports.
• Match, batch & code invoices for daily data entry.
• Process all accounts payable invoices into the accounting system.
• Maintain basic knowledge of general ledger accounts with the ability to identify incorrect coding.
• Follow up on inquiries, issues, and outstanding invoices using effective communication.
• Set-up new vendors, help maintain vendor files and reconcile vendor statements and ensure proper documentation is received and scanned into the system.
• Research invoices, both paid and unpaid, as needed including cleared check inquiries and voiding of checks.
• Check invoices for proper sales and use tax and make appropriate adjustments. Assist branches with general AP issues as needed.
• Process invoices accurately with proper PO documentation and approval.
• Research and clear Match Exceptions and Holdouts.
• Research and resolve receiving discrepancies with invoices.
• Respond to vendor inquiries in a timely fashion.
• Communicate with the appropriate department to resolve any issues involving invoice discrepancies.
• Ensure compliance with Company policy while carrying out daily processes and controls, accurately and on time.
• Support travel and expense system.
• Embodies the CoolSys CARES culture (Collaboration, Accountability, Respect, Empowerment, Safety).
• Performs other duties as requested.

JOB REQUIREMENTS

Education / Training

• College coursework in Accounting or related field, or equivalent work experience.
• Associate's degree in Accounting, Finance or Business, preferred

Work Experience / Skills

• 0-1 years of related experience or a combination or training or experience is required.
• Accurate data entry skills
• Highly organized and attentive to detail
• Good communication skills must be able to articulate details of what is needed
• Must be able to maintain good vendor relationships
• Strong customer service skills
• Familiarity with and adherence to standard accounting principles and controls
• Ability to use a 10 Key computer board
• Prioritize and maintain organization of high-volume workload
• Someone who can handle stress and high work volumes quickly with minimal errors (high volume data entry)
• Proactive problem solver who works well with team and is solution-oriented
• Ability to learn quickly and work in a fast-paced environment
• Detail oriented and thorough
• Excellent oral and written communication skills
• High level of initiative and professionalism
• Basic mathematical, analytical, and problem-solving skills
• Excellent verbal and written communication skill
• Ability to handle multiple assignments or projects simultaneously
• Ability to understand and follow all company policies and procedures and all applicable State and Federal laws.
• Ability to use typical business tools including E-Mail, Word, Excel, etc.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment

This job operates in a clean, well-lit and climate-controlled professional office environment with minimal physical hazards and noise. This role routinely uses standard office equipment such as computers, phones, printers, etc.

Physical Demands

While performing the duties of this job, the employee is regularly required to stand, sit, walk, talk, hear, and use hands and fingers to operate office equipment. The employee is occasionally required to reach, stoop and kneel. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and color vision.

Today, there are 26 different companies that make up the CoolSys family of brands . Our valued employees are at the heart of our continued growth and success. We invite you to be part of that growth!

Connect with us on Facebook and Twi tter .

Coolsys is an EEO/AA Employer.  All qualified individuals - Including all ages, colors, disability, ethnicity, family or marital status, gender identity or expression, language, national origin, physical and mental ability, political affiliation, race, religion, sexual orientation, socio-economic status, veteran status, and other characteristics are encouraged to apply.

Pre-employment background screening (criminal and MVR for driving positions) and drug testing are required for all positions. Coolsys will consider qualified applicants with criminal histories in a manner consistent with federal law, state law, or local ordinance.