Overview:

The Accounting Specialist will own JP Services' accounts payable and disbursement function and manage our vendor relationships. This role sets how invoices are approved and paid, decides payment priorities within approved cash parameters, negotiates and enforces vendor terms, and maintains the controls and policies that govern AP, employee expenses, and corporate cards. The Accounting Specialist analyzes vendor spend and upcoming cash requirements and advises the Accounting Manager on decisions that affect cash flow and operations.

The ideal candidate brings sound accounting judgment, is comfortable making and defending decisions with vendors and internal teams, and can improve processes rather than just follow them. The role works independently and has authority to resolve issues and approve exceptions within the policies it maintains. Matters beyond that authority are escalated to the Accounting Manager.

Key Responsibilities:

1. Accounts Payable & Disbursement Management:

• Own the full accounts payable cycle and its results, including accuracy, timeliness, and compliance with vendor terms.
• Determine weekly payment run priorities and timing within cash parameters set by the
• Accounting Manager, balancing vendor terms, discounts, and operational needs.
• Approve exceptions to standard payment practices, such as early, partial, or held payments, within delegated authority.
• Resolve invoice disputes, pricing discrepancies, and three-way match failures (PO, field ticket, invoice), determining the appropriate accounting treatment and course of action.
• Review invoice coding for accuracy and make GL account and job cost allocation decisions for non-routine purchases.

2. Vendor Relationship Management:

• Negotiate payment terms, early-pay discounts, and settlements of disputed balances with vendors.
• Establish and enforce vendor onboarding requirements, including W-9, 1099 eligibility, and certificate of insurance standards, and decide when a vendor may be set up or must be placed on hold.
• Serve as the company's primary contact for vendors on billing and payment matters, resolving issues without escalation in most cases.

3. Policies, Controls & Process Improvement:

• Develop, maintain, and recommend updates to the AP, employee expense, and corporate credit card policies and approval matrices.
• Design and monitor internal controls over disbursements, vendor master changes, and duplicate payment prevention.
• Identify and implement process improvements and automation in the ERP and related tools.
• Interpret expense and card policy for employees and managers, and approve or deny exceptions within delegated authority.

4. Analysis & Advisory:

• Prepare AP cash requirement forecasts and advise the Accounting Manager on upcoming disbursement needs.
• Analyze vendor spend, payment trends, and AP aging, and recommend actions to improve terms, cash flow, and cost.
• Report AP metrics and significant issues to the Accounting Manager and recommend solutions.

5. Month End Close:

• Own the AP-related portions of the close, including accrual of unbilled costs and expense estimates based on judgment and available information.
• Reconcile the AP subledger, corporate card, and related clearing accounts to the general ledger, investigating and resolving variances.
• Prepare schedules and workpapers for review by the Accounting Manager.

6. Audit & Compliance:

• Serve as the point of contact for AP, vendor, and disbursement requests during audits and due diligence.
• Oversee annual 1099 reporting.
• Ensure documentation and record retention meet audit standards.
• Lead special projects and analyses as assigned.

Critical Skills:

• Sound judgment and the confidence to make and own decisions
• Ability to negotiate and hold a firm, professional position with vendors
• Strong attention to detail and accuracy
• Ability to meet payment and close deadlines
• Drive to improve processes and controls

Qualifications & Required Skills:

• Education: Bachelor's degree in Accounting or Finance
• Experience: 2+ years of accounts payable or general accounting experience, including vendor negotiation, payment decisions, or policy and control work
• Knowledge: Working knowledge of GAAP accruals, internal controls over disbursements, and 1099 reporting
• Systems: Experience in an ERP system with a full AP module; NetSuite experience a plus
• Excel: Advanced skills, including lookup functions, pivot tables, and building analyses and forecasts
• Industry: Familiarity with oilfield, industrial services, or construction billing, including field tickets and job costing, a plus Communication: Ability to present findings and recommendations to management clearly
• Other personal characteristics: Team player, reliable, professional positive attitude, self-starter, strong organization skills, ability to work in a fast-paced environment, and ability to adapt to change within your work environment

Physical Requirements & Work Environment:

• Office-based position; regular on-site attendance in Houston, Texas is required.
• Extended periods of sitting and computer and telephone work.
• Frequent handling of paper records and filing.
• Occasional lifting of up to 25 pounds, such as record boxes and office supplies.

Equal Employment Opportunity:

JP Services is an equal opportunity employer. All qualified applicants receive consideration for employment without regard to race, color, religion, sex (including pregnancy, sexual orientation, and gender identity), national origin, age, disability, genetic information, veteran status, or any other characteristic protected by law.

This job description lists the general duties of the position and is not an exhaustive list. Duties may change based on business needs. This description does not create an employment contract; employment with JP Services is at-will.