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Accounting Specialist - AP & Payroll

National Equipment & Service Corporation

Saving Lives & Keeping the Economy Humming

About NES

Our Belief Most people don't think about loading docks and rollup doors -- until one fails. Then a distribution center goes down, a shipment sits, and a crew stands idle. We started NES because we believe the businesses that keep Southern California's economy moving deserve a service partner they can actually count on.

Our Approach That belief shapes how we operate. We don't chase volume at the expense of quality. We build technicians who are genuinely skilled -- not just available. When something breaks at a critical moment, the right person with the right knowledge shows up and fixes it. That's the standard we hold ourselves to every day.

Our Work NES is Southern California's premier dock and door service company, specializing in loading dock equipment, rollup doors, and industrial access systems for warehouses, distribution centers, and commercial facilities across Orange County, Los Angeles, and the Inland Empire.

Why You We're at an inflection point. The team we're building now will define what NES looks like at twice our current size. The people who join us in this window will have more ownership, more visibility, and more opportunity to shape how we grow than anyone who joins later. If that sounds like the kind of place you want to build a career, keep reading.

The Role

Department:

Accounting

Reports To:

Controller

Location:

Irvine, CA (On-site)

Employment Type:

Full-Time

Compensation:

$75,000 - $90,000 annually

Core Purpose

Own the integrity of how money moves out of NES. Every vendor invoice is verified against a purchase order and receipt. Every technician hour is coded correctly and paid accurately. Every close cycle lands on time with clean AP and payroll data. This role ensures disciplined scrutiny that protects the business, strengthens financial controls, and supports a clean, audit-ready set of books.

What You'll Do

On any given morning, you're be auditing the prior day's technician time entries - confirming clock-ins match dispatched hours, flagging meal and rest premium exceptions, verifying travel time is split across jobs correctly, and making sure every hour is coded to the right job and pay category. By midday you're working the vendor invoice queue, matching bills against POs, challenging pricing discrepancies, and holding up payment on anything missing documentation. You're chasing down credit card receipts from the team, coding every expense, and refusing to let anything move forward until the paperwork is clean. At month-end you own AP accruals and the AP sub-ledger reconciliation so the close hits on time. You're detail-obsessed, you ask questions when something doesn't add up, and you'd rather pause a payment than let a mis-coded expense hit the books.

Payroll Processing & Timesheet Audit (35%)

Conduct daily review of field technician time entries in our operations software - auditing clock-ins and clock-outs against dispatched jobs, verifying job coding, and resolving discrepancies with supervisors before they reach payroll.
Apply California wage-and-hour rules with precision - meal and rest premiums, daily and weekly overtime, split-shift premiums, travel pay - catching compliance exceptions proactively rather than correcting after the fact.
Prepare, submit, and verify weekly payroll through the company's payroll processing platform, including PTO, sick leave, expense reimbursements, garnishments, bonuses, and adjustments.
Maintain accurate payroll records, audit each cycle against prior periods for anomalies, and partner with People & Culture on new hires, terminations, pay rate changes, and status updates.
Serve as the first point of contact for employee payroll questions - resolving pay, timesheet, deduction, and garnishment issues with clarity and speed.

Accounts Payable & Expense Scrutiny (40%)

Process vendor invoices monthly in our accounting software, matching every bill against its purchase order, receiving documentation, and contract terms before scheduling payment.
Scrutinize every credit card transaction - track down receipts, verify business purpose, confirm correct GL coding, and hold statements until documentation is complete.
Challenge vendors on pricing discrepancies, duplicate invoicing, unauthorized charges, and payment-terms violations. Don't pay what's submitted just because it's submitted.
Maintain vendor master data - W-9s, 1099 tracking, payment terms, banking information - and keep clean, audit-ready vendor files.
Produce weekly AP aging reports with payment prioritization recommendations, and flag cash-flow-impacting items to leadership in advance.

Month-End Close Support (15%)

Own AP-side close tasks - cut-off testing, AP accruals, sub-ledger reconciliation, and variance review.
Deliver complete, reconciled AP and payroll data to the Controller within established close deadlines.
Research and resolve AP coding errors identified during the close, documenting root cause and corrective action so the same issues don't repeat.

Process Improvement & Internal Controls (10%)

Partner with the Controller to formalize the PO process - approval thresholds, three-way matching controls, and escalation paths that meet audit-ready standards.
Design and enforce a credit card and receipt compliance program -- card policies, receipt submission timelines, and clear consequences for non-compliance.
Document AP and payroll SOPs, keep them current, and continuously identify automation and efficiency opportunities as transaction volume grows.

What We're Looking For

Required Qualifications

Bachelor's degree in Accounting, Finance, or a related field - or equivalent combination of experience and accounting coursework.
5+ years of combined accounts payable and payroll experience, with at least 2 years owning both functions end-to-end in a single role.
Proven working knowledge of California wage-and-hour compliance - meal and rest premiums, daily and weekly overtime, split-shift premiums, travel pay - with demonstrated experience applying these rules in a live payroll environment.
Hands-on experience with QuickBooks Online and a PEO or full-service payroll platform (BBSI, ADP, Paychex, Gusto, TriNet, or comparable).
Demonstrated experience scrutinizing AP - matching bills against purchase orders, holding payments for missing documentation, identifying billing errors, and enforcing internal controls.
Industry experience in field service, construction, HVAC, electrical, plumbing, forklift service, fleet services, or a comparable trade-based business where technician timesheets, job costing, and field-related expenses are part of daily work.
Month-end close experience, including AP accruals, sub-ledger reconciliation, and cut-off testing.
Strong Excel skills - pivot tables, VLOOKUP/XLOOKUP, conditional logic, and reconciliation-focused formulas.
Disciplined Skepticism. You don't pay what's submitted just because it's submitted. You've held up an invoice - or a credit card transaction - because something wasn't right, and you're comfortable with the short-term friction because the long-term integrity of the books matters more.

Preferred Qualifications

Certified Payroll Professional (CPP) or Fundamental Payroll Certification (FPC) through the American Payroll Association.
AIPB Certified Bookkeeper designation or QuickBooks ProAdvisor certification.
Experience with ServiceTitan or a comparable field service management platform.
Experience building or significantly improving a PO-matching process in a growing service business.
Experience in a growth-stage environment where financial processes are being actively built and formalized -- not just maintained.

What We Offer

Compensation & Benefits

We pay competitively, reward performance, and structure our benefits so that advancement means something beyond a new title.

PAY & PERFORMANCE

Base Pay - $75,000 - $90,000 annual salary, commensurate with experience.
Quarterly performance incentives - when the company wins, you share in it.

HEALTH & RETIREMENT

Medical, Dental & Vision - NES contributes to every employee's medical coverage, and as you advance we increase those contributions and add to Dental and Vision.
401(k) - retirement plan available to all employees.

TIME OFF

Vacation - 2 weeks to start, with more earned as you advance.
Sick leave - 1 week of dedicated sick time.
8 paid holidays - available to all employees.

Professional Development

Weekly 1:1 coaching with your direct manager.
Structured onboarding and ongoing skill development.
We look to promote from within first, as new roles and opportunities emerge.
Our next phase of growth is building more leaders that will help guide how we grow.
Leadership development resources (like executive coaching and certifications).

National Equipment & Service Corporation | Saving Lives & Keeping the Economy Humming

NES is an equal opportunity employer. We are committed to building a diverse and inclusive workplace and welcome applications from all qualified candidates regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, veteran status, disability, or any other protected characteristic. We believe diverse perspectives make us stronger and better able to serve our customers and community.

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Accounting Specialist - AP & Payroll, National Equipment & Service Corporation

\n\n

Position summary

Role purpose: Perform accounts payable and payroll processing functions to ensure accurate, timely disbursements, payroll payments, and regulatory compliance while maintaining accounting controls that support reliable financial reporting.

Scope: Individual contributor reporting to the Controller/Accounting Manager. Responsibilities span AP invoice processing and payment execution, payroll preparation and tax filing, reconciliations, vendor and employee support, and participation in process and control improvements.

\n\n

Objectives and Key Results (OKRs)

Objective 1 — Timely and accurate accounts payable processing.\n
- KR1: Maintain average invoice processing cycle time ≤ 5 business days from receipt to posting.
- KR2: Achieve ≥ 98% of supplier payments made on or before agreed payment terms each month.
- KR3: Reduce AP invoice exceptions (disputes/holds) by 15% quarter-over-quarter through improved coding and PO matching.
\n
Objective 2 — Payroll accuracy, timeliness and compliance.\n
- KR1: Maintain payroll accuracy rate ≥ 99.5% (errors that require remedial payments or adjustments).
- KR2: Complete payroll tax filings and remittances 100% on schedule.
- KR3: Complete payroll reconciliation within 3 business days after each pay date.
\n
Objective 3 — Strengthen controls and support month-end close.\n
- KR1: Complete AP and payroll month-end reconciliations and supporting schedules within established close calendar timelines 100% of periods.
- KR2: Implement at least two process or automation improvements per year that reduce manual effort or error rates.
\n
Objective 4 — Vendor and employee service responsiveness.\n
- KR1: Respond to vendor inquiries within 2 business days and resolve 90% of inquiries within 10 business days.
- KR2: Respond to employee payroll inquiries within 2 business days and resolve 95% within one pay cycle.
\n

\n\n

Key Performance Indicators (KPIs)

Invoice processing cycle time (average days from receipt to payment posting).
Percentage of payments meeting contract/payment terms.
Number and rate of AP exceptions/disputes per 1,000 invoices.
Payroll error rate (payroll adjustments per 1,000 pay events).
Timeliness of payroll tax filings and remittances (on-time %).
Days to complete AP and payroll month-end reconciliations.
Vendor/employee inquiry response and resolution times.
Number of internal control or audit findings related to AP/payroll.
Cost per AP transaction and payroll transaction (where tracked).

\n\n

Problems solved for internal and external customers

Internal customers (Finance, Operations, Management): Provide accurate and timely expense recognition and payroll data that enable reliable month-end close, cash forecasting, budgeting and compliance with accounting policies and internal controls.
Employees: Ensure correct and timely pay, deductions and tax reporting, reducing payroll-related inquiries and morale impacts from incorrect pay.
Vendors and suppliers: Provide predictable, accurate payments and remittance information to sustain supplier relationships and minimize disputes that can interrupt operations.
Regulators and auditors: Produce complete, compliant payroll tax filings, remittances, and supporting documentation to reduce regulatory risk and audit findings.

\n\n

Key skills, abilities and knowledge required

Accounting fundamentals: Understanding of AP accounting, payroll accounting, general ledger impact, accruals and reconciliations.
Payroll regulations and tax knowledge: Federal, state and local payroll tax withholding, reporting and remittance requirements; familiarity with payroll tax filing processes.
Systems proficiency: Experience with ERP and payroll systems (examples: NetSuite, SAP, QuickBooks, ADP, Paychex or similar); aptitude for learning new systems and for using Excel for reconciliations and analysis (pivot tables, formulas).
Internal controls and compliance: Knowledge of segregation of duties, documentation standards, audit support and SOX or control testing practices (where applicable).
Process orientation and detail focus: Strong attention to detail, accuracy under deadlines, and ability to standardize and document procedures.
Analytical and problem-solving skills: Ability to diagnose exceptions, identify root causes and implement corrective actions to reduce recurrence.
Communication and stakeholder management: Clear, professional communication with vendors, employees and cross-functional internal partners; ability to escalate issues appropriately.
Time management and prioritization: Manage competing deadlines for AP cycles, payroll runs and month-end close activities.
Experience level and learning orientation: Prior AP and payroll processing experience preferred; willingness to develop deeper knowledge of tax rules, ERP configuration and process automation tools.

\n\n

Administrative notes and performance review cadence

Job type: stub. Company: National Equipment & Service Corporation. About the company: nan. Performance against OKRs and KPIs will be reviewed monthly with the Controller and quarterly with Finance leadership; formal performance evaluations to include assessment of accuracy, timeliness, internal control adherence and contribution to process improvement initiatives.

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Accounting Specialist - AP & Payroll

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