Bookkeeper & Credit Manager

Sound Oil is seeking a detail-oriented and organized Bookkeeper & Credit Officer to support our Controller and manage customer credit relationships. This dual-role position is critical to ensuring accurate financial records, timely vendor payments, successful audit compliance, and healthy cash flow management for our $20M+ heating oil distribution company. The position splits between back-office bookkeeping (75%) and customer credit management (25%).

Controller

• Receive, review, and verify vendor invoices for accuracy and completeness
• Code invoices with correct GL accounts for upload to AP subledger
• Process recurring vendor payments and track payment schedules
• Schedule and execute payments via ACH, check, and company credit card
• Identify and capture prompt payment discounts to optimize cash management
• Reconcile vendor statements with company records
• Maintain complete payment records and documentation
• Maintain organized vendor records including contact information, terms, and W-9s
• Set up new vendors and collect required documentation (W-9, tax info, resale certificates)
• Resolve vendor discrepancies and inquiries promptly
• Verify vendor legitimacy and maintain audit-ready documentation
• Reconcile AP ledger with general ledger monthly
• Generate and review aged payables reports
• Assist Controller with month-end and year-end close process
• Prepare backup reports and documentation as requested

• Track and process union-related payments (medical, pension, benefits)
• Ensure payment accuracy for audit and compliance support

• Ensure adherence to company AP policies and approval workflows
• Maintain proper documentation and audit trails
• Prevent duplicate and fraudulent payments
• Ensure accurate 1099 reporting and tax compliance
• Support external audits with required documentation and information

This position is also overall responsible for managing accounts receivable processes for the company to ensure healthy cash collections. Duties for this aspect of the job include, but are not limited to:

• Monitor customer A/R balances and flag large or unusual account activity
• Review and release credit holds as appropriate based on account status

• Update customer budget payment plans annually during off-season
• Coordinate with customers on budget modifications and payment terms

• Attempt collection on accounts 90+ days outstanding
• Document collection efforts and communication with customers
• Refer customers to external collections as needed
• Maintain professional and courteous demeanor in customer interactions

• Coordinate write-off requests
• Manage relations with collection agencies
• Manage relations with credit reporting agencies
• Process approved adjustments and maintain documentation

• High school diploma or equivalent; some college coursework preferred
• 3+ years of accounts payable or bookkeeping experience
• Experience with customer credit management and collections
• Strong proficiency with Excel and accounting software
• Excellent attention to detail and strong organizational skills
• Ability to work independently and meet deadlines
• Strong verbal and written communication skills
• Professional interpersonal skills in the context of collections; comfort with customer-facing work
• Ability to maintain confidentiality and handle sensitive financial information
• 3% 401k safe harbor contribution after 30 days tenure subject to plan rules