Job Summary

The Accounts Receivable / Accounts Payable Specialist & Office Administrator is responsible for managing the company’s core financial transaction processes while supporting daily office operations. This role ensures accurate invoicing, payment processing, and vendor and customer account management within the oil and gas industry. In addition to financial responsibilities, the position serves as the primary front office contact, providing administrative support and maintaining a professional and organized workplace environment.

The ideal candidate is detail-oriented, highly organized, and capable of managing high-volume financial transactions while supporting internal teams, vendors, and clients.

Key Responsibilities

Accounts Payable

• Review, code, and process invoices related to oil and gas operations, including drilling services, equipment, transportation, and field operations.

• Ensure accurate general ledger coding and cost allocation.

• Process Joint Interest Billing (JIB) invoices and verify cost allocations to joint venture partners in accordance with operating agreements.

• Reconcile vendor statements and resolve discrepancies on time.

• Prepare and process payments through ACH, wire transfers, or checks while adhering to payment terms and company cash flow requirements.

• Maintain proper documentation for audits and ensure compliance with tax reporting requirements such as 1099 filings.

Accounts Receivable

• Prepare and issue accurate invoices to customers, including joint interest billing (JIB), production revenue, and service-related charges.

• Monitor accounts receivable balances and follow up on overdue accounts to ensure timely collections.

• Investigate and resolve payment discrepancies and disputes with clients.

• Reconcile accounts receivable ledgers and maintain accurate financial records.

• Generate accounts receivable reports, including aging summaries and cash flow projections.

Financial Tracking and Reporting

• Track expenses and allocate costs to specific projects, wells, or cost centers.

• Maintain financial data within accounting systems and ensure accuracy across all transactions.

• Assist with financial reporting and support budgeting and financial analysis.

• Identify opportunities to improve processes, increase efficiency, and implement automation where possible.

Office Administration & Reception

• Serve as the first point of contact for visitors, clients, and vendors while maintaining a professional and welcoming reception area.

• Answer and route incoming phone calls and respond to general inquiries.

• Manage incoming and outgoing mail, deliveries, and packages.

• Schedule appointments, coordinate meeting rooms, and maintain office calendars.

• Perform general administrative duties, including filing, scanning, data entry, and document preparation.

• Order office supplies, maintain inventory, and coordinate with service vendors as needed.

• Provide administrative support to office staff and management.

• Ensure visitor access and front office procedures follow company policies and security protocols.

Collaboration

• Work closely with accounting, procurement, operations, and management teams to resolve billing and invoice issues.

• Coordinate with vendors, clients, and field teams to ensure financial data aligns with project budgets and contractual agreements.

Qualifications

Education
Associate’s or Bachelor’s degree in Accounting, Finance, Business Administration, or a related field preferred.

Experience

• 2+ years of experience in accounts payable, accounts receivable, accounting, or office administration.

• Experience in the oil and gas industry is preferred.

• Familiarity with Joint Interest Billing (JIB), AFE (Authorization for Expenditure), or oil and gas revenue accounting is a plus.

Skills

• Proficiency with accounting software such as SAP, Oracle, QuickBooks, Enertia, OGsys, or similar systems.

• Strong understanding of accounting principles and oil and gas cost structures.

• Advanced organizational skills and attention to detail.

• Proficiency in Microsoft Excel and Microsoft Office applications.

• Strong communication and interpersonal skills for working with vendors, clients, and internal teams.

• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.

Certifications
CPA, CMA, or Accounts Payable certifications are a plus but not required.

Preferred Knowledge

• Familiarity with oil and gas contracts such as Joint Operating Agreements (JOAs), Production Sharing Agreements (PSAs), and royalty agreements.

• Understanding of regulatory requirements and reporting standards related to oil and gas revenue.

Work Environment

• Office-based or hybrid work environment.

• Standard business hours are Monday through Friday.

• Occasional interaction with field operations teams, vendors, or clients.

• May require occasional travel to field offices or vendor locations.