Accounts Payable Specialist at Gallo Mechanical

Gallo is looking for an Accounts Payable Specialist to join our growing team! 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.

Responsibilities Include

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.

Requirements

• 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.

Benefits

At Gallo Mechanical, our foundation is built on the core values of family, service, and exceptional performance. With 80 years as a proud, locally-owned family business, we are dedicated to finding innovative ways to serve and support the community we call home. It all starts with our greatest asset – our people! We invest in your growth through dedicated training programs and back you up with a comprehensive benefits package designed to help you thrive in your career.

• Training, support, and career progression to help you grow in your career.
• Company-paid medical insurance
• Dental, vision, voluntary life, short term disability, accident, and critical illness insurance
• Team Incentive Program (TIP): Allows eligible employees to share in company financial success.
• 401(k) plan with a 5% company match
• Employee wellness resources, PTO benefits, and more!