Accounts Payable Specialist

About the Company:

Robert Madden Industries, Ltd. is a family-owned HVAC distributor offering Bryant, Carrier, Day & Night, Payne, and LG equipment, plus a full range of parts and supplies. For over 45 years, we’ve grown to serve Texas, Oklahoma, Northwest Arkansas, and Eastern New Mexico - large enough to support multiple locations yet grounded in the family values we were founded on in 1979.

About the Position:

The Accounts Payable Specialist is a crucial member of the finance and accounting team within a heating and air conditioning (HVAC) wholesale distributor. This role involves managing and overseeing the accounts payable functions related to the company's financial transactions. The Accounts Payable Specialist ensures accurate and timely processing of vendor invoices, expense invoices, and other financial obligations, while maintaining compliance with company policies and industry regulations.

Essential Responsibilities:

• Invoice Processing: Receive, review, and verify vendor invoices for accuracy, completeness, and

appropriate approvals. Match invoices with purchase orders and receipts.

• Data Entry: Input invoice details into the accounting system accurately and promptly, ensuring proper coding, account allocation, and tax treatment.
• Vendor Communication: Communicate with vendors regarding invoice discrepancies, payment status, and other relevant matters to resolve issues and maintain positive vendor relationships.
• Payment Processing: Prepare and process payment runs through various methods (e.g., checks, electronic funds transfers) while adhering to payment terms and discount opportunities.
• Reconciliation: Regularly reconcile vendor statements with the accounts payable ledger to identify and resolve discrepancies.
• Record Maintenance: Maintain organized and up-to-date accounts payable records, including invoices, payment confirmations, and related documentation.
• Compliance: Ensure adherence to company policies, accounting principles, and relevant regulations (e.g., tax regulations) in all accounts payable activities.
• Reporting: Generate accounts payable reports, summaries, and analyses as required by management to provide insights into financial performance and spending patterns.
• Process Improvement: Identify opportunities to streamline and improve accounts payable processes, suggesting and implementing enhancements to increase efficiency and accuracy.
• Cross-functional Collaboration: Collaborate with other departments, such as purchasing and accounting/finance, to address issues, resolve discrepancies, and enhance overall operational

effectiveness.

• Any other duties as required.

Work Environment

• This position operates in a professional office setting and requires frequent interaction with employees, visitors, and external partners.  This role supports multiple departments and adapts to evolving operational needs.

Supervisory Responsibilities:

• This position has no supervisory responsibilities.

Qualifications, Attributes, Education, and/or Experience:

• A high school diploma or equivalent is required. A degree or coursework in finance, accounting, or a related field is a plus.
• Proven experience (2-4 years) in accounts payable, preferably within the HVAC, construction, or related industries.
• Strong attention to detail and accuracy in data entry and financial calculations.
• Excellent communication skills for vendor interaction and internal collaboration.
• Ability to work independently and prioritize tasks to meet deadlines.
• Understanding of basic accounting principles, especially related to accounts payable.
• Knowledge of relevant tax regulations and compliance standards.
• Problem-solving skills to address discrepancies and resolve issues effectively.
• Strong organizational and time-management skills.
• Ability to manage multiple tasks and priorities.

Computer Skills:

• Familiarity with accounting software and ERP systems, preferably in Epicor Prophet 21.
• High proficiency in Microsoft Office, emphasizing Excel is essential.