Purchasing & Accounts Payable Specialist

Job Summary: The Accounts Payable, Purchasing and Admin Assistant is responsible for managing and processing Accounts Payable transactions, ensuring timely and accurate payment of invoices, and maintaining accurate financial records. Also responsible for the management of our RAMP Expense system and procurement of goods and services via our ERP system. This includes preparing purchase orders, obtaining quotes, maintaining vendor relationships, and ensuring compliance with company policies and procedures. In addition, this role will also perform general administrative duties including expense management to the training instructors.

Key Responsibilities:

• Process Accounts Payable transactions, including vendor invoices and employee expense reports, ensuring accuracy and completeness of documentation
• Ensure timely and accurate payment of invoices, monitoring payment terms and discounts
• Reconcile Accounts Payable transactions and resolve discrepancies, working with vendors and internal departments to resolve issues
• Maintain accurate financial records, including vendor accounts, and prepare reports as needed
• Communicate with vendors and internal departments to resolve issues and maintain positive relationships
• Assist with month-end closing and other accounting tasks as needed, including preparing journal entries and reconciling accounts
• Perform general administrative duties, such as filing, data entry, and record keeping, ensuring accuracy and completeness of records
• Provide administrative support to the accounting department as needed, including scheduling meetings and preparing reports
• Assist with purchasing activities, including preparing purchase orders, obtaining quotes, and maintaining vendor relationships, ensuring compliance with company policies and procedures

Qualifications:

• Associate's degree in accounting, finance, or related business field
• 4+ years of experience in Accounts Payable, purchasing, or related field
• Strong attention to detail and accuracy, with the ability to identify and resolve discrepancies
• Experience in accounting systems e.g. Zoho Books, Quick Books, NetSuite, SAP etc.
• Excellent EXCEL skills, including PIVOT table proficiency.
• Excellent organizational and time management skills, with the ability to prioritize and manage multiple tasks
• Proficient in Microsoft Office and accounting software, with the ability to learn new systems quickly
• Strong communication and interpersonal skills, with the ability to work effectively with vendors and internal departments
• Experience in general administrative duties and purchasing activities, with the ability to follow established procedures and guidelines