Senior Accounts Payable Specialist

Job Description

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 NetSuite, 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 NetSuite 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 NetSuite 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 NetSuite implementation.

What You Will Own

Full-cycle accounts payable in NetSuite

• Capture, code, and enter vendor invoices for three entities, using NetSuite 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 NetSuite.
• 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 counterparty'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 NetSuite, 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 NetSuite AP training with our implementation partner, and help validate the opening AP balances loaded into NetSuite.
• November 1: run the first weekly payment cycles in NetSuite 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 documented and followed.

What We Are Looking For

Required

• 10 or more years of full-cycle accounts payable experience in a corporate, multi-entity, or purchase-order-driven environment.
• Hands-on experience running AP in NetSuite, or deep experience in a comparable mid-market ERP with the ability to come up to speed on NetSuite quickly.
• Proven ownership of a weekly payment run, vendor statement reconciliation, and a monthly AP-to-GL reconciliation.
• Strong Excel skills (pivot tables, lookups) and the discipline to keep clean, auditable records.
• Direct, professional communication with vendors and with leadership, including delivering unwelcome news about past-due balances.
• Ability to work on-site in Houston and to start by October 19, 2026.

Preferred

• NetSuite AP experience, including invoice capture and vendor bill approval workflows.
• Experience with a corporate card and expense platform such as Ramp, Brex, or Expensify.
• Experience through an ERP conversion or system go-live.
• Working knowledge of Texas sales and use tax as it applies to purchasing.
• Background in fabrication, construction, industrial services, or another project-based, purchase-order-heavy industry.
• Intercompany or multi-entity payables experience.

Compensation and Benefits

• Base salary is dependent on experience and NetSuite background.
• Benefits details will be shared during the interview process.

Hiring Process

We are moving quickly so the person we hire is in place before our NetSuite go-live. Our process is a brief phone screen, a first interview with our accounting and treasury lead and our controller, and a final interview with our COO and owner. We expect to make an offer in early October.

\nCompany Description

A Houston-based industrial fabrication, automation, and field services company serving the energy, oil and gas, marine, manufacturing, and aerospace industries. The company provides custom-engineered systems, fabrication, testing, refurbishment, and field services for complex industrial applications.

Company Description

A Houston-based industrial fabrication, automation, and field services company serving the energy, oil and gas, marine, manufacturing, and aerospace industries. The company provides custom-engineered systems, fabrication, testing, refurbishment, and field services for complex industrial applications.