AP/AR Clerk (2755)

This position plays a critical role in maintaining the financial health and operational efficiency of Sage Oil Vac, managing the full cycle of accounts payable and accounts receivable transactions with accuracy, timeliness, and compliance.

Responsibilities

• Accounts Payable
  • Process vendor invoices accurately and in a timely manner, matching to purchase orders and receiving documents
  • Verify invoice discrepancies and resolve billing issues with vendors and internal departments
  • Prepare and execute payment runs (checks, ACH, wire transfers) in accordance with payment terms
  • Maintain organized AP records, vendor files, and documentation in accordance with company retention policies
  • Assist with month-end close by preparing AP aging reports and accruals
  • Manage vendor relationships and respond to payment inquiries professionally
  • Ensure W-9 documentation and 1099 preparation compliance
• Accounts Receivable
  • Generate and distribute customer invoices accurately and on schedule
  • Monitor outstanding receivables, follow up on past-due accounts, and apply payments to customer accounts
  • Process and post cash receipts, checks, and electronic payments
  • Maintain AR aging reports and escalate delinquent accounts as needed
  • Coordinate with sales and operations teams to resolve billing discrepancies and customer disputes
  • Assist with month-end AR reconciliation and reporting
• Additional Clerical Duties
  • Filing, scanning, and maintaining financial records and documentation
  • Preparing correspondence, memos, and internal communications on behalf of the Controller
  • Assisting with audit preparation and gathering supporting documentation as requested
  • Supporting special projects, process improvement initiatives, or departmental needs as assigned
  • Performing general office duties such as ordering supplies, coordinating mailings, or other administrative tasks as needed

Requirements

• Education & Experience
  • Associate’s degree or higher in Accounting, Finance, Business Administration, or a related field preferred
  • 2–5 years of hands-on experience in accounts payable and/or accounts receivable
  • Experience working with ERP or accounting software (e.g., QuickBooks, Sage, NetSuite, or similar)
  • Prior experience in an industrial, oilfield services, or manufacturing environment is a plus
• Skills & Competencies
  • Strong understanding of AP/AR processes, general ledger coding, and basic accounting principles
  • Proficiency in Microsoft Excel, including the ability to build and maintain spreadsheets, use formulas, and compile data
  • Ability to extract and summarize data from multiple systems into organized, accurate reports
  • High attention to detail with a commitment to accuracy and data integrity
  • Strong organizational and time management skills; ability to meet recurring deadlines
  • Effective written and verbal communication skills for both internal and vendor/customer interactions
  • Self-motivated with the ability to work independently and as part of a collaborative team

Schedule

This is a part-time, in-office position based at Sage Oil Vac’s facility in Amarillo, TX. Standard business hours apply, with occasional flexibility required during month-end and year-end close periods.

Physical Demands and Work Environment

The role involves extended periods of computer work in a professional office environment. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the functions.

• Regularly required to talk or listen
• Frequently required to use hands or fingers, handle or feel objects, tools, or controls
• Occasionally required to stand, walk, sit, and reach with hands and arms