Job Description

Our client, a growing industrial services provider supporting the oil and gas, manufacturing, and power generation industries, is seeking a detail-oriented Invoice Processing Specialist in La Porte, TX. This role will handle high-volume invoice processing, vendor reconciliations, and discrepancy resolution while working closely with vendors and internal teams.

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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