Senior Accounts Payable Specialist

Job Description

About the Company

A Houston-based industrial fabrication and field services group serving customers in aerospace, energy, and marine markets. We operate through three affiliated companies that share purchasing, vendors, and back-office support, and we process several hundred vendor invoices a month across the group.

We are moving our accounting from a legacy shop-floor system to Net Suite, with go-live on November 1, 2026. As part of that move, we are creating a dedicated, full-time accounts payable role for the first time. The person we hire will be in the seat before go-live, will be trained on Net Suite alongside our implementation partner, and will own accounts payable in the new system from day one.

The Role

This is an ownership role, not a data-entry role. You will run full-cycle accounts payable for three operating companies in Net Suite and be the single point of accountability for what we owe, what has been approved, and what gets paid. You will establish the go-forward process in the new system, hold purchasing and operations to it, and give leadership a clear weekly picture of payables and cash requirements.

You will work closely with our accounting and treasury lead, our purchasing coordinator, our COO, and the fractional controller guiding the Net Suite implementation.

What You Will Own

Full-cycle accounts payable in Net Suite

• Capture, code, and enter vendor invoices for three entities, using Net Suite invoice capture (or an integrated capture tool) and three-way matching against purchase orders and receiving.
• Route invoices for approval, resolve exceptions with purchasing and operations, and keep unapproved and unmatched invoices from stalling.
• Maintain the vendor master, including W-9s, payment terms, remittance details, and resale and exemption certificates.

Weekly Payment Processing

• Prepare a weekly payment proposal for management approval showing what is due, past due, on hold, disputed, or needs attention, along with the status of any vendor payment arrangements.
• Release approved payments by ACH, check, or card and record them accurately in Net Suite.
• Track and report on vendor payment plans and negotiate terms with vendors in coordination with purchasing and the COO.

Vendor Reconciliation & Month-End Close

• Reconcile vendor statements monthly and resolve missing invoices, duplicates, unapplied payments, and credits.
• Reconcile the AP subledger to the general ledger each month, prepare received-not-invoiced accruals, and deliver a reviewed AP aging as part of the close.
• Prepare annual 1099 reporting

Intercompany and tax support

• Process intercompany payables between our affiliated companies through the AP module, reconcile intercompany AP to the counter party's receivable each month, and escalate variances to the controller.
• Verify sales tax charged on vendor invoices against our exemption and resale status, and accrue use tax when a taxable purchase arrives untaxed. (Tax returns and filings are handled by the controller and our tax preparer.)

Process ownership

• Document the AP process in Net Suite, from purchase order through payment, and train internal stakeholders on how invoices need to be submitted and approved.
• Serve as the primary contact for vendors and internal teams on payables questions.

Your First 90 Days

• October: onboard with the accounting team, learn our entities, vendors, and purchasing flow, complete Net Suite AP training with our implementation partner, and help validate the opening AP balances loaded into Net Suite.
• November 1: run the first weekly payment cycles in Net Suite and stand up the corporate card and expense process in the new system.
• By mid-January: monthly AP close running on schedule, vendor statements current, and the AP process…