Accounts Payable CSR

Accounts Payable Specialist / Customer Service VA

U.S. HVAC & Plumbing Company | Full-Time | Remote – Philippines

We are a growing U.S.-based HVAC and plumbing company looking for a dependable, organized, and detail-oriented Accounts Payable Specialist / Customer Service Virtual Assistant to join our team long-term.

This is primarily an Accounts Payable position, but you will also help support our Customer Service team by answering inbound calls, assisting customers, scheduling appointments, and completing administrative tasks when needed.

We are looking for someone who takes ownership of their work. You should be comfortable identifying missing information, following up with vendors and team members, and making sure tasks are actually completed rather than simply waiting for someone to tell you what to do next.

Experience with ServiceTitan or another U.S. home-services CRM is highly preferred.

WHAT YOU'LL BE DOING

Accounts Payable – Primary Responsibility

• Receive, review, organize, and enter vendor invoices.
• Enter invoices accurately and promptly into our systems.
• Ensure invoices are assigned to the correct vendor, job, and expense category.
• Help maintain accurate job costing by making sure expenses are entered on time.
• Review invoices for missing or incorrect information.
• Match invoices with receipts, purchase information, or other supporting documentation.
• Follow up with vendors and internal team members for missing invoices, receipts, or information.
• Review vendor statements and identify missing or outstanding invoices.
• Research and help resolve invoice discrepancies.
• Enter and track vendor credits.
• Maintain organized electronic AP records.
• Monitor AP email and respond to vendor inquiries.
• Assist with preparation of vendor payments.
• Help ensure invoices are processed before their due dates.
• Assist with reconciliation and month-end AP tasks.
• Maintain accurate vendor information.
• Communicate AP issues or discrepancies to management promptly.
• Perform other accounting and administrative support as assigned.

Customer Service / Phone Support

When AP workload allows or additional phone coverage is needed, you will also assist our U.S.-based Customer Service team.

Responsibilities may include:

• Answer inbound customer phone calls.
• Schedule HVAC and plumbing service appointments.
• Gather accurate customer and service information.
• Enter and update customer information in ServiceTitan.
• Create and update jobs and appointments.
• Document customer conversations and job notes accurately.
• Assist customers with general scheduling and service questions.
• Make outbound calls for appointment confirmations and follow-ups.
• Assist with membership-related customer communication.
• Respond to customer email s and messages.
• Communicate important customer information to our dispatch and operations teams.
• Escalate situations appropriately when management assistance is required.

You must be comfortable speaking with U.S. customers by phone. This is not an email -only or back-office VA position.

WHO WE'RE LOOKING FOR

We would love to find someone with:

• Previous Accounts Payable, bookkeeping, invoice processing, or accounting support experience.
• Excellent attention to detail.
• Strong spoken and written English.
• Confidence communicating with U.S. customers and vendors.
• Excellent organization and time-management skills.
• Ability to work independently without constant supervision.
• Strong follow-through.
• Ability to identify when something does not look correct and ask questions.
• Experience working remotely for a U.S.-based company.
• Reliable attendance and availability during scheduled working hours.
• Strong computer and data-entry skills.
• Experience with Microsoft Outlook, Excel, and Microsoft 365 is a plus.

HIGHLY PREFERRED

Experience with any of the following will move your application to the top of our list:

ServiceTitan

HVAC, Plumbing, Electrical, or U.S. Home Services

Accounts Payable for a U.S.-based company

Vendor invoice processing and reconciliation

Job costing

Customer Service / Call Center / Phone Support

Microsoft Outlook and Excel

Experience with ServiceTitan is a significant plus. If you have used ServiceTitan previously, please tell us exactly what you used it for in your application.

WORK SCHEDULE

This is a full-time remote position based in the Philippines.

You will be working hours that overlap with our normal U.S. business operations in Eastern Time (ET).

Hours: Approximately 50 hours per week
Schedule: Monday–Friday
U.S. Time Zone: Eastern Time

Applicants must be comfortable working a schedule aligned with U.S. Eastern Time.

REMOTE WORK REQUIREMENTS

Because this position includes customer phone calls and access to important Company systems, you must have:

• Reliable high-speed internet.
• Reliable computer capable of handling multiple browser-based applications.
• Quiet and professional workspace.
• Quality headset with microphone.
• Backup plan for internet or power interruptions strongly preferred.
• Ability to remain available and responsive throughout scheduled working hours.

WHAT SUCCESS LOOKS LIKE

We are looking for someone who does not allow invoices or unresolved issues to pile up.

A successful person in this role will:

• Keep AP current and organized.
• Enter invoices promptly and accurately.
• Follow up when information is missing.
• Catch discrepancies before they become larger problems.
• Keep vendor records organized.
• Communicate when something needs management attention.
• Maintain accurate customer and job records.
• Answer customers professionally and confidently.
• Be dependable and available during scheduled hours.
• Take ownership of assigned responsibilities.

We want someone who can become a reliable long-term member of our team rather than someone who needs to be reminded repeatedly about unfinished tasks.

HOW TO APPLY

Please send us the following through

1. A short introduction about yourself.
2. Your resume.
3. A description of your Accounts Payable experience.
4. Tell us whether you have ever worked for a U.S.-based HVAC, plumbing, electrical, construction, or home-service company.
5. Tell us whether you have used ServiceTitan. If yes, explain what you did within ServiceTitan.
6. Describe your experience answering phone calls from U.S. customers.
7. List the accounting or AP software you have previously used.
8. Tell us your current internet speed and whether you have backup internet.
9. Tell us your availability to work U.S. Eastern Time hours.