Accounting Representative 1

Overview

CoolSys solves the most complex challenges in refrigeration, air conditioning, heating, engineering, and energy management. With over 3,700 associates nationwide, we deliver tailored solutions to help businesses cut costs, improve equipment performance, and reduce emissions.

Our services include HVAC and refrigeration equipment sourcing, installation, repair, maintenance, monitoring, and optimization. We also offer engineering design, energy resilience and consumption optimization, asset recycling, and seamless multi-site rollouts across states.

CoolSys serves over 45,000 customer locations in industries like retail, food service, commercial, data centers, industrial, and pharmaceuticals.

No wonder Newsweek named CoolSys one of America’s Greatest Workplaces!

JOB SUMMARY

This is a Temp-to-Hire role offering an hourly rate of $25-30/HR depending on experience.

The Representative 1, Accounting is responsible for performing a variety of accounting tasks related to billing and accounts payable functions. This position ensures accurate and timely processing of customer invoices and vendor payments while maintaining thorough documentation and compliance with company policies. The role requires strong communication skills, attention to detail, and the ability to work cross-functionally with internal teams and external partners to resolve discrepancies and ensure accounting accuracy.

Responsibilities

Billing Functions

• Review service work orders for completeness and accuracy in accordance with customer contracts.
• Generate and issue customer invoices via preferred delivery methods (email, mail, or online entry).
• Research and resolve billing discrepancies by working closely with Service Managers and Customer Account Specialists.
• Manually enter billing adjustments and credit/rebills as necessary.
• Submit quotes, NTE increases, and status updates to third-party systems.
• Maintain historical billing records and provide invoice documentation upon request.
• Serve as backup billing representative for other areas during absences.

Accounts Payable Functions

• Match, batch, and code vendor invoices for daily entry into the accounting system.
• Reconcile invoices against purchase orders, receipts, and vendor statements.
• Monitor discount opportunities and prepare payments in a timely manner.
• Research and resolve invoice discrepancies, match exceptions, holdouts, and receiving discrepancies.
• Verify proper general ledger coding and ensure appropriate sales/use tax application.
• Set up and maintain vendor accounts, ensuring complete and accurate documentation.
• Assist with accrual preparation at month-end and generate reports and account analyses.
• Support the travel and expense system and general AP issue resolution for branches.

Qualifications

Education / Training

• High school diploma or GED required.
• Associate’s or Bachelor’s degree in Accounting, Finance, or related field preferred.

Experience / Skills

• 1–2 years of combined experience in billing, accounts payable, or general accounting preferred.
• Construction industry experience strongly preferred.
• Proficiency in using business tools such as Excel, Word, and email systems; Dynamics ERP experience is a plus.
• Strong data entry skills and high attention to detail.
• Solid understanding of accounting principles and financial controls.
• Excellent organization, communication, and interpersonal skills.
• Ability to multitask and prioritize workload effectively under pressure.
• Strong analytical and problem-solving abilities.

Join Us

Today, there are 27 different companies that make up the CoolSys family of brands. Our valued employees are at the heart of our continued growth and success. We invite you to be part of that growth! 

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CoolSys is an EEO/AA Employer.  All qualified individuals - Including all ages, colors, disability, ethnicity, family or marital status, gender identity or expression, language, national origin, physical and mental ability, political affiliation, race, religion, sexual orientation, socio-economic status, veteran status, and other characteristics are encouraged to apply. 

Pre-employment background screening (criminal and MVR for driving positions) and drug testing are required for all positions. CoolSys will consider qualified applicants with criminal histories in a manner consistent with federal law, state law, or local ordinance.