Job Description

Our client is a leading provider of industrial services supporting maintenance, construction, and major projects across the oil and gas, manufacturing, and power generation industries. With operations across the Gulf Coast and beyond, this growing organization is looking for a detail-oriented Accounts Payable Specialist in La Porte, TX who can help keep financial operations running smoothly while working directly with vendors and internal teams to resolve issues and improve processes.

Position Summary 

The Accounts Payable Specialist will handle high-volume invoice processing, vendor statement reconciliations, and invoice discrepancy resolution. This role requires strong attention to detail, professional communication, and the ability to work independently while supporting vendors and internal teams. The position is based on-site in La Porte, TX.

Key Responsibilities

Invoice Processing and Management

• Process 100+ vendor invoices daily, ensuring accuracy, timeliness, and proper two-way matching against purchase orders and invoices
• Enter and maintain accurate invoice data in the Spectrum ERP system
• Review invoices for proper documentation, coding, and approval before processing
• Manage daily processing deadlines while maintaining accuracy in a high-volume environment

Invoice Troubleshooting and Reconciliation

• Investigate invoice discrepancies, identify root causes, and work with vendors and internal departments to resolve issues
• Reconcile vendor statements and research outstanding balances
• Resolve missing invoices, credits, payment discrepancies, and other account issues
• Track outstanding inquiries and follow through until issues are resolved

Vendor Communication and Customer Support

• Communicate directly with vendors by phone and email regarding invoice questions, payment status inquiries, and account discrepancies
• Provide clear, professional, and tactful responses without relying on scripted communication
• Assist project managers, field personnel, HR, and executive leadership with accounts payable questions, expense reports, and invoice-related inquiries
• Draft professional correspondence tailored to vendors and internal stakeholders at all levels of the organization

Tax and Rental Invoice Review

• Review invoices for appropriate sales and use tax treatment across multiple states, including non-taxable projects
• Identify potential tax discrepancies and investigate whether purchase orders or job setups require correction
• Escalate complex tax questions when additional guidance is needed
• Apply a general understanding of equipment rental invoices, billing structures, and common rental-related charges

Process Improvement and Organization

• Maintain organized invoice records and documentation
• Manage competing priorities while ensuring timely follow-up on outstanding issues
• Adapt to changing procedures, priorities, and workflows as the organization continues to improve its processes
• Identify recurring issues and support improvements to accounts payable procedures
• Collaborate with internal departments and vendors to resolve problems and maintain accurate financial records

Qualifications

• Experience processing high-volume accounts payable invoices
• Knowledge of two-way invoice matching and purchase order workflows
• Experience resolving invoice discrepancies and reconciling vendor statements
• Strong vendor communication skills
• Experience with ERP systems; Spectrum experience is a plus
• General understanding of equipment rental invoices and multi-state sales and use tax
• Ability to manage daily deadlines and work independently
• Experience in industrial services, construction, oil and gas, manufacturing, or another project-based environment is a plus

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