Accounts Payable Coordinator

Alsay Incorporated; Houston (TX); On-site; USD 52,000 - 72,000; Full time

Job summary

Alsay Incorporated is seeking an experienced Accounts Payable Coordinator to support project-based costs and month-end close. You will process vendor invoices, code expenses to the correct jobs, maintain vendor records, and collaborate with Project Managers and field staff to ensure accurate costing.

The ideal candidate has 2–5 years in accounts payable, strong attention to detail, excellent Excel skills, and a proactive approach to process improvement in a fast-paced, industrial contracting

Qualifications

• Associate's degree in Accounting, Finance, or Business Administration with relevant work experience.
• 2–5 years of accounts payable or related financial operations experience.
• Experience processing vendor invoices and reconciling accounts.
• Proficient in Microsoft Excel and ERP software.

Responsibilities

• Process vendor invoices and maintain accurate AP records.
• Prepare scheduled payment runs and monitor payables.
• Reconcile vendor statements and respond to inquiries.
• Assist month-end close and support audits.

Skills

Attention to detail

Communication skills

Vendor coordination

Excel proficiency

Education

Associate's degree in Accounting or related field

Tools

Microsoft Excel

ERP software

Job description

Alsay Incorporated is a leading provider of water well drilling, pump installation, maintenance, and water infrastructure services. Headquartered in Houston, Texas, Alsay serves municipal, commercial, and industrial customers through complex, project-based operations.

Our success depends on strong field execution, disciplined project management, and accurate financial information. We are seeking an experienced, hands‑on Accounting Manager to strengthen our accounting operations, support our growing business, and help build a culture of accountability, accuracy, and continuous improvement.

Address: 6615 Gant Rd, Houston, TX 77066

Position Summary

The Accounts Payable Coordinator is responsible for managing day‑to‑day accounts payable activities, including vendor invoice processing, project expense coding, payment preparation, and vendor account reconciliations.

This position plays an important role in maintaining accurate project costs by ensuring expenses are properly documented, approved, and assigned to the correct jobs and cost categories. The AP Coordinator will work closely with the Accounting Manager, Project Managers, and Operations personnel to resolve discrepancies, maintain strong accounting controls, and support timely month‑end closing.

The ideal candidate is an organized, dependable accounting professional who enjoys working with operational teams, takes ownership of details, and thrives in a fast‑paced, project‑based business.

Key Responsibilities

• Receive, review, code, and process vendor invoices, ensuring accuracy, proper documentation, and compliance with established approval procedures.
• Maintain vendor records, reconcile vendor statements, investigate discrepancies, and respond to vendor inquiries professionally and promptly.
• Prepare scheduled payment runs, monitor outstanding payables, and coordinate payment approvals with the Accounting Manager.
• Maintain accurate AP records, including purchase orders, invoices, credit memos, payment documentation, and vendor account information.

Project Expenses & Job Cost Accounting

• Accurately assign vendor invoices, materials, equipment, subcontractor costs, and other expenses to the appropriate projects and cost codes.
• Work with Project Managers and field personnel to verify expenses, resolve coding questions, and ensure costs are recorded against the correct jobs.
• Review supporting documentation, purchase orders, and receipts to identify missing information, duplicate charges, or incorrect project allocations.
• Support accurate and timely project cost reporting by ensuring expenses are entered, approved, and recorded within established deadlines.

Accounting Support & Process Improvement

• Assist the Accounting Manager with month‑end close activities, including AP reconciliations, accrued expenses, and outstanding invoice reviews.
• Maintain organized accounting records and supporting documentation for audits, financial reviews, and internal reporting.
• Follow established internal controls, including invoice approval requirements, vendor verification procedures, and segregation of payment duties.
• Identify opportunities to improve invoice processing, expense coding, documentation, and AP workflow efficiency.

Qualifications & Experience

Required

• Associate's degree in Accounting, Finance, Business Administration, or equivalent relevant work experience.
• 2-5 years of accounts payable, accounting support, or related financial operations experience.
• Experience processing vendor invoices, reconciling accounts, and managing high‑volume transactional workflows.
• Strong attention to detail, organizational skills, and ability to manage competing priorities and deadlines.
• Proficiency in Microsoft Excel and experience working with accounting or ERP software.
• Strong communication skills and the ability to coordinate effectively with vendors, Project Managers, and internal personnel.

Preferred

• Experience in construction, water well drilling, oil and gas services, heavy equipment, or industrial contracting.
• Familiarity with project accounting, job cost coding, purchase orders, and construction‑related expense management.
• Experience with ERP‑based accounts payable workflows, electronic invoice approvals, and process automation.
• Understanding of vendor compliance documentation, including W‑9 forms, certificates of insurance, and lien waivers.

Core Competencies

• Accuracy & Attention to Detail: Ensures invoices, expenses, and accounting records are complete, accurate, and properly documented.
• Ownership & Accountability: Takes responsibility for assigned work, follows through on issues, and consistently meets deadlines.
• Operational Collaboration: Works effectively with field personnel, Project Managers, and accounting teammates to resolve questions and support business operations.
• Organization & Efficiency: Manages a high volume of transactions while maintaining orderly records and effective workflows.
• Continuous Improvement: Identifies practical ways to improve accounting accuracy, processing efficiency, and internal controls.

What Success Looks Like

The successful Accounts Payable Coordinator will help establish a reliable, accurate, and efficient accounts payable operation that supports both financial reporting and project execution.

Success will be demonstrated through:

• Timely, accurate processing of vendor invoices and preparation of scheduled payments.
• Consistent and accurate assignment of project expenses to the correct jobs and cost categories.
• Prompt resolution of vendor discrepancies, missing documentation, and invoice approval issues.
• Complete and organized AP records that support month‑end close, financial reporting, and internal controls.

Alsay Incorporated is an Equal Opportunity Employer committed to providing a professional and respectful work environment.