Accounts Payable Specialist

Koil Energy is seeking a detail-oriented and motivated Accounts Payable Specialist to join our Accounting team. This role is responsible for the accurate and timely processing of vendor invoices, payments, account reconciliations, and maintaining strong vendor relationships.

Responsibilities: include the following. Other duties may be assigned.

Accounts Payable

• Process vendor invoices accurately and timely within NetSuite.
• Review, code, and verify invoices through three-way matching (purchase order, receiving documentation, and vendor invoice).
• Ensure invoices have appropriate approvals and supporting documentation before processing.
• Investigate and resolve invoice discrepancies by working with Purchasing, Operations, and vendors.
• Prepare and process weekly payment runs, including checks, ACH, wire transfers, and electronic payments.
• Ensure vendor payments are made accurately and on time to maintain positive supplier relationships.
• Reconcile vendor statements and resolve outstanding balances or payment discrepancies.
• Maintain accurate vendor records, including W-9s, banking information, payment terms, and tax documentation.
• Respond promptly and professionally to vendor inquiries regarding invoices and payment status.

Accounting Support

• Assist with month-end close activities, including accounts payable reconciliations, accruals, and reporting.
• Maintain organized accounting records and supporting documentation.
• Support annual audits by preparing requested accounts payable documentation.
• Assist with accounts receivable, general ledger activities, and other accounting functions as needed.
• Collaborate with cross-functional teams to ensure accurate financial reporting and efficient processes.

Process Improvement & Compliance

• Ensure compliance with company policies, accounting procedures, and internal controls.
• Identify opportunities to improve accounts payable processes and workflow efficiencies within NetSuite.
• Maintain confidentiality of financial and vendor information.
• Support continuous improvement initiatives that strengthen financial controls and operational efficiency.
• Assist in documenting and maintaining accounting procedures and best practices.

Experience & Education

• High school diploma or GED required
• 2–5 years of accounts payable or accounting experience preferred.
• Experience with three-way invoice matching and purchase order processing.
• Strong understanding of accounts payable principles and accounting procedures.
• Intermediate to advanced Microsoft Excel skills.
• Strong organizational, analytical, and reconciliation skills with exceptional attention to detail.
• Excellent verbal and written communication skills.
• Ability to prioritize multiple tasks and meet deadlines in a fast-paced environment.
• Ability to work independently while collaborating effectively across departments.

Preferred Qualifications

• Experience using NetSuite ERP.
• Experience in manufacturing, oil & gas, industrial, or project-based environments.
• Knowledge of month-end close processes and accrual accounting.
• Experience supporting internal or external audits.
• Familiarity with vendor management and payment processing, including ACH and wire transfers.
• Continuous improvement mindset with experience enhancing accounting processes and internal controls.

Koil Energy is an Equal Opportunity Employer. All qualified candidates are encouraged to apply.