Accounts Payable Clerk at Aston Carter

Accounts Payable Specialist

As an Accounts Payable Specialist, you will play a critical role in supporting the financial operations of a leading commercial refrigeration and HVAC services organization. Working closely with vendors, project managers, and accounting teams, you will ensure the timely processing of invoices, accurate expense tracking, and compliance with company policies. This position requires strong organizational skills, a commitment to accuracy, and the ability to manage high transaction volumes in a dynamic construction and service-based environment. If this role is something you see yourself doing, apply now!

Qualifications:

2+ years of experience in accounts payable

Must have experience with reviewing purchase orders for discrepancies

Ability to manage vendor accounts

Experience with basic Excel functions

Construction industry experience a plus!

Job Description

This role focuses on processing accounts payable transactions, managing purchase orders and vendor invoices, and supporting front desk phone coverage. The Accounts Payable Clerk ensures accurate and timely invoice entry, resolves discrepancies with vendors and customers, and maintains organized financial records while working fully onsite during standard business hours.

Responsibilities

• Answer the purchase order hotline and respond promptly to inquiries related to purchase orders and accounts payable.
• Enter trade payables into the accounts payable system accurately and in a timely manner.
• Research and resolve issues related to purchase orders, including discrepancies or missing information.
• Create purchase orders and link them to work orders and construction jobs to ensure proper tracking and billing.
• Enter parts onto service work orders and input corresponding invoices into the accounts payable system.
• Conduct vendor invoice research to verify accuracy, resolve discrepancies, and ensure proper documentation.
• Call vendors and subcontractors who have not yet billed to request invoices and ensure timely billing.
• Match vendor invoices to paid details to confirm payments and maintain accurate records.
• Enter construction invoices into accounts payable and apply an understanding of progress billing practices.
• Place orders with vendors in support of maintenance, engineering, and construction activities.
• Process incoming and outgoing mail, including handling mailed invoices and related documentation.
• Handle all incoming calls for the front desk and accounts payable phone lines, providing coverage as the front desk receptionist as needed.
• Request customer purchase order numbers, using strong problem-solving skills and attention to detail to identify and correct errors before contacting customers.
• Send emails in alignment with customer requirements, maintain accurate contact information, and respond professionally to inquiries or disputes.
• Utilize available tools and systems, including Ascent ERP and Microsoft Excel, to locate purchase orders, research issues, and resolve discrepancies.
• Email invoices to customers and stakeholders, which comprises approximately 80% of the invoicing process.
• Mail invoices and related documents, which comprises approximately 20% of the invoicing process.

Essential Skills

• Hands-on experience in accounts payable, including invoice entry and vendor payment processing.
• Practical experience with invoicing, purchase orders, and vendor management.
• Ability to research and resolve purchase order and invoice discrepancies using available tools.
• Proficiency in basic Microsoft Excel functions, including sorting, filtering, and data entry.
• Familiarity with Excel pivot tables for organizing and analyzing invoice or payable data.
• Experience using an ERP system, specifically Ascent ERP, for purchase orders and accounts payable.
• Strong attention to detail and accuracy when entering financial data and matching invoices to payments.
• Effective verbal communication skills for handling phone calls with vendors, subcontractors, and customers.
• Professional written communication skills for emailing invoices, responding to inquiries, and documenting issues.
• Ability to manage multiple tasks such as phone coverage, invoice processing, and mail handling in a fast-paced environment.
• High school diploma or equivalent educational background.

Job Type & Location: This is a Contract to Hire position based out of Fullerton, CA.

Pay and Benefits: The pay range for this position is $26.00 - $27.00/hr. Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: Medical, dental & vision; Critical Illness, Accident, and Hospital; 401(k) Retirement Plan Pre-tax and Roth post-tax contributions available; Life Insurance (Voluntary Life & AD&D for the employee and dependents); Short and long-term disability; Health Spending Account (HSA); Transportation benefits; Employee Assistance Program; Time Off/Leave (PTO, Vacation or Sick Leave).

Workplace Type: This is a fully onsite position in Fullerton, CA.

Application Deadline: This position is anticipated to close on Jul 31, 2026.