What are the responsibilities and job description for the Purchasing Coordinator position at Ainsworth Inc US?
If you thrive in a team-oriented workplace that challenges your skills, drives your career development, embraces diversity, and rewards innovation, with competitive pay and great employee programs, join the Ainsworth (a GDI company) team today!
Job Summary:
The Purchasing Coordinator is responsible for processing invoices, supporting purchasing activities, maintaining accurate records, and ensuring compliance with financial policies and audit requirements. This role requires strong attention to detail, organizational skills, and the ability to collaborate with vendors, internal departments, and finance teams.
Key Responsibilities:
- Receive and verify invoices from suppliers against purchase orders in the Great Plains system.
- Ensure that all invoicing information is accurate and complies with company policies.
- Investigate and resolve any discrepancies between invoices, purchase orders, and delivery receipts.
- Process invoice entries into the Great Plains receiving system and package documents for Accounts Payable, ensuring a proper three-way match (Purchase Order, Packing Slip/Proof of Delivery, and Invoice/Requisition).
- Assist the Purchasing Supervisor with order creation, issuing purchase orders, and tracking deliveries.
- Maintain an organized filing system for purchasing documents such as purchase orders, receipts, and vendor correspondence.
- Assist in vendor management and update vendor information in the system.
- Communicate with vendors to clarify issues with invoices or orders and resolve payment-related concerns.
- Collaborate with other departments, such as Finance and Receiving, to ensure the smooth flow of purchasing operations.
- Maintain accurate records of invoices, purchase orders, and vendor communications.
- Assist in the preparation of reports related to purchasing activities and invoice processing.
- Provide administrative support to the Purchasing Department, including managing schedules, meetings, and procurement-related tasks.
- Perform other duties as assigned by the Purchasing Supervisor.
Qualifications:
- Bachelor's degree or diploma in Accounting, Finance, Business Administration, or a related field (or equivalent work experience).
- 2 years of experience in accounts payable, purchasing, or a similar role.
- Proficiency in Microsoft Office Suite (Excel, Word, Outlook) and ERP systems (e.g., Great Plains).
- Strong understanding of accounts payable procedures, invoice processing, and three-way matching.
- Knowledge of financial and audit compliance standards, including KPMG audit requirements.
- Ability to maintain accurate financial records and ensure compliance with internal policies and external regulations.
- Strong problem-solving skills and the ability to resolve discrepancies efficiently.
- Excellent communication and interpersonal skills for vendor and internal department coordination.
- High attention to detail and strong organizational abilities.
This role is critical in ensuring the smooth and efficient processing of invoices and purchasing operations while adhering to internal controls and compliance requirements.
