Job Description

Solatube (A Kingspan Company)is widely recognized as an industry innovator which has earned acclaim around the globe for its unrivaled ability to transform interior spaces with the power of daylight. Based in Vista, California, Solatube (A Kingspan Company) designs and manufactures a full line of daylighting systems and ventilation products.

To help us continue to grow our offerings, we’re searching for an AP Operations Specialist who will work to maintain and improve the daily accounting and operational processes that keep the Solatube Home division running efficiently. This role supports cross-departmental teams through process optimization, data accuracy, software maintenance, accounting support, and compliance coordination. The ideal candidate is detail-oriented, organized, and proactive in identifying and resolving operational challenges.

Benefits Full-time employees are eligible to enroll for dental, medical and vision insurance immediately upon hire. Additional offerings include pre-tax accounts for healthcare, 401k plan with a company match, PTO program, 10 paid company holidays, and on-the-job training. Motivated individuals will also enjoy growth opportunities as our company grows.

Responsibilities:

Finance & Administrative Support

• Export invoices and payments from ServiceTitan to QuickBooks Online (QBO) and verify accuracy (customers, amounts, dates, payment methods).
• Process customer refunds according to policy and timelines.
• Enter and code AP invoices in QBO; maintain accurate vendor records.
• Run weekly AP payment cycles and ensure payments follow approval workflows.
• Record cash receipts and maintain cash logs for all locations; reconcile to bank statements and resolve discrepancies.
• Support basic reconciliations (AR, AP, clearing accounts) under accounting direction.
• Maintain organized digital filing for invoices, receipts, and supporting documentation.
• Complete assigned admin tasks (data clean-up, spreadsheet updates, simple reporting).
• Follow accounting/data entry standards; double-check work before posting.
• Escalate discrepancies, unusual transactions, or missing information to the Accounting Manager/supervisor.
• Assist with data clean-up in ServiceTitan and QBO (duplicates, misapplied payments, etc.).

Pricebook & System Maintenance

• Update the ServiceTitan Pricebook with new products, services, and pricing changes.
• Troubleshoot and resolve Pricebook issues and improve layout/usability for field and office teams.

Licensing & Compliance

• Maintain contractor and business licenses across multiple states.
• Track renewals, submit renewals, verify compliance, and organize license documentation in a shared system.

Inventory Management

• Coordinate quarterly inventory counts across all locations.
• Reconcile variances, report results to accounting, and support standardized inventory adjustment procedures.

Fleet Management Support

• Maintain current vehicle registrations and insurance documentation.
• Keep an up-to-date vehicle list and coordinate tracking of assignments, maintenance, and replacements.

Documentation & Training

• Help document SOPs and internal workflows.
• Maintain training materials for FSRs, ISRs, and CICs to ensure they’re current, accessible, and aligned with standards.

Additional Responsibilities

• Provide ongoing operational support to improve accuracy, efficiency, and compliance.
• Identify workflow improvements and support leadership on special projects related to operations, systems, and growth.
• Identify workflow improvements and support leadership on special projects related to operations, systems, and growth.

Qualifications:

• High school diploma or GED required; associate’s degree in business or related field preferred.
• 1–3 years in an administrative, operations, or office support role.
• 1–3 years of experience in an accounting, bookkeeping, or high-volume data entry role preferred.
• Familiarity with QuickBooks Online (QBO) or similar accounting software strongly preferred.
• Experience with ServiceTitan or other field-service/CRM systems is a plus.
• Proficient with Microsoft Office / Google Workspace, especially Excel/Sheets and Outlook.
• Able to maintain accurate spreadsheets, price lists, and basic reports.
• Strong attention to detail and time management; comfortable handling multiple tasks and deadlines.
• Clear, professional written and verbal communication skills.
• Comfortable working with operations, accounting, sales, and field teams.
• Process- and detail-oriented, with the ability to follow and help improve SOPs.
• Experience with business or field-service software (e.g., CRM, ERP, ServiceTitan) is a plus.
• Experience with QuickBooks or other accounting systems, licensing/registrations, inventory, or vehicle records is a plus.

At Solatube (A Kingspan Company), we believe our employees are our greatest resource. We offer a competitive salary, benefits, and vacation package for all full-time permanent positions. Kingspan is proud to be an equal opportunity workplace and is an affirmative-action employer.