Accounts Payable Specialist

Job Title: Accounts Payable Specialist

Reports to: Director of Accounting

Location: New Orleans, LA

JOB SUMMARY:

The Accounts Payable Specialist will be responsible for managing and processing all accounts payable transactions for Gallo Mechanical Services. This role involves ensuring timely and accurate processing of invoice entry, working with vendors to obtain complete records of third-party labor information, and being adaptive to handle the various types of AP responsibilities.

The ideal candidate will possess strong analytical skills, a solid understanding or desire to learn accounts payable, passionate about supporting our vendors, and the ability to thrive in a fast-paced environment. Excellent verbal and written communication skills are key to success in this role.

JOB RESPONSIBILITIES:

• Invoice Processing:
• Review and verify invoices for accuracy, completeness, and adherence to contract terms.
• Enter invoice data into the accounting system on a daily basis.
• Initialize invoices with purchase orders to ensure proper documentation and three-way match.
• Review credit card transactions daily to ensure proper support and coding in Ramp.
• Perform the credit card reconciliation in Vista monthly.
• Vendor and Subcontractor Coordination:
• Communicate with vendors and subcontractors regarding invoice status, payment schedules, and discrepancies.
• Maintain up-to-date vendor records including contact information, W-9 information, and payment terms.
• Reconcile vendor statements and identify and resolve discrepancies or outstanding balances.
• Compliance and Documentation:
• Ensure compliance with company policies, industry regulations, and contractual agreements.
• Maintain organized and accurate records of all transactions and invoices.
• Assist with audits by providing documentation and explanations as required.
• Collaboration and Communication:
• Work closely with vendors, service managers, purchasing teams, and other departments to ensure accurate invoice reporting and timely payments.
• Address and resolve any issues related to invoicing and payments in a professional manner.
• Accounting Duties:
• Work closely with the Accounts Payable Manager and Director of Accounting to assist with various monthly tasks and special projects related to Accounts Payable.

IDEAL EXPERIENCE & QUALIFICATIONS:

• High school diploma or equivalent required; associate or bachelor's degree in accounting, finance, or a related field preferred.
• Minimum of 3-4 years of experience in accounts payable, preferably in the service and/or construction industry.
• Ability to work independently with a proactive approach to resolve issues.
• Strong interpersonal and communication skills, including the ability to communicate effectively with all levels of personnel.
• Proficiency in accounting software (Vista, Service Titan) and Microsoft Office Suite (Excel, Word).
• Excellent organizational and time management skills with a strong attention to detail.
• Knowledge of construction industry-specific accounting practices and terminology is highly beneficial.
• Certification in accounts payable or bookkeeping (e.g., AAP) can be an advantage.

About Gallo Mechanical Services

Gallo Mechanical Services is an affiliated company with Gallo Mechanical, a top-tier mechanical construction and service provider headquartered in Louisiana, with offices throughout Louisiana, Texas (Beaumont), Carolinas (Charlotte, Raleigh, and Charleston), and Mississippi (Biloxi) areas. Gallo Mechanical LLC is built on a bedrock foundation of dedication to family, service and performance. The company, a 75-year locally-grown family operation, is deeply invested in finding the best way to both serve and grow the community in which they live and work. The mission of Gallo Mechanical Services is to provide facility owners premium post-construction service and warranty support throughout the lifecycle of their facilities.

Inclusive Employer

Our number one focus will always be our people. Gallo Mechanical welcomes employees from varied backgrounds and walks of life, and it's reflected in our diverse community. Gallo Mechanical is proud to be an equal opportunity employer and is committed to administering personnel actions, including hiring, training, promoting and compensating its employees, without regard to race, color, religion, sex, sex stereotyping, pregnancy (which includes pregnancy, childbirth, and medical conditions related to pregnancy, childbirth, or breastfeeding), gender, gender identity, gender expression, national origin, age, mental or physical disability, ancestry, medical condition, marital status, military or veteran status, citizenship status, sexual orientation, genetic information, or any other status protected by applicable law.

In compliance with Federal and State equal employment opportunity laws, qualified applicants are considered for all positions without regard to race, color, religion, sex, national origin, age, marital status, veteran status, non-job related disability, or any other protected group status.

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