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Exigent · 1 day ago

Accounts Payable Assistant

Jacksonville, FL

Full-time

Onsite

Entry Level

$25/hr - $30/hr

2+ years exp

Exigent is a company focused on providing critical commercial HVAC and mechanical services. They are seeking a detail-oriented Accounts Payable & Administrative Assistant to support financial and administrative operations, ensuring accurate vendor payments and organized financial records.

CommercialCustomer ServiceFacilities Support ServicesHeating Ventilation and Air Conditioning (HVAC)

Responsibilities

Process vendor invoices and employee expense reports with accurate account and cost center coding

Investigate and resolve discrepancies in coordination with vendors and internal teams

Apply vendor credits and reconcile balances in the accounting system

Assist with month-end closing processes by reconciling AP transactions to financial records

Maintain organized, audit-ready documentation for all financial transactions

Manage vendor records, including W-9s, subcontracts, credit applications, and Certificates of Insurance (COIs)

Ensure timely follow-up and reconciliation of outstanding vendor balances

Coordinate vendor setup and ensure compliance with internal requirements

Respond to vendor inquiries and resolve payment-related issues promptly and professionally

Provide financial data to internal teams as needed

Coordinate returns with Dispatch and monitor for timely receipt of credit memos

Ensure compliance with accounting standards, company policies, and financial regulations

Maintain accurate and current customer tax exemption documentation

Serve as backup for preparing and submitting monthly Market Recovery reports to Union Halls

Greet visitors and vendors; provide professional front office hospitality

Sort and distribute incoming mail daily

Arrange hotel accommodations for field staff as needed

Provide occasional phone support as backup to the Dispatch team

Assist the sales team with clerical and administrative tasks as assigned

Qualification

Accounts Payable experienceAccounting principles knowledgeMicrosoft Office SuiteAttention to detailTime management skillsCustomer service mindsetInterpersonal skillsCommunication skillsWork independentlyWork collaboratively