What are the responsibilities and job description for the Inventory/Accounts Payable Specialist position at Ethos Laboratories?
Description
JOB OVERVIEW
The Inventory/Accounts Payable Specialist processes all inbound shipments, performs weekly inventory on all supplies, and purchases supplies as needed. This position requires excellent interpersonal skills, a high level of organizational skills, and a high level of attention to detail, where accuracy is essential to ensure the highest quality standards are maintained.
ESSENTIAL FUNCTIONS
- Input vouchers, invoices, checks, account statements, reports, and other records
- Process bills for payment
- Open mail and match payments to invoices
- Utilize computer systems to run databases, pay bills and order supplies
- Enter Employee Expense Reimbursement forms into Accounting application
- Obtain quotes and negotiate purchase orders per company practice
- Maintain positive communication/interaction with suppliers and the internal customer
- Coordinate and implement procurement process from initial request to handover; Manage relationships, negotiate service agreements and other partnerships as appropriate
- Reviews purchase order delivery status and coordinates with suppliers to assist in obtaining best value consistent with quality, reliability, and ability to meet required schedules
- Reviews proposals, assists in negotiating cost savings where applicable, selects or recommends suppliers, reviews trends, follows up orders placed, verifies delivery, approves payment, and maintains necessary records
- Experience with QuickBooks or other similar accounting application
- Receive incoming packages in the morning and in the afternoon
- Deliver specimen packages to the Initial Testing department
- Unpack all supply packages
- Check received supplies against packing lists
- Verify supplies received are as ordered, checking packing lists against original purchase orders
- Report discrepancies or damages in a timely manner
- Deliver supply packages to the appropriate departments and notify the appropriate employees of the deliveries
- Restock supplies in appropriate areas, including lab, office, and shipping areas
- Maintain all supply inventory in an organized and orderly manner
- Follow FIFO when stocking and using supplies
- Label appropriate new equipment with identifying labels
- Take inventory of laboratory, office, and shipping supplies weekly using an Excel spreadsheet, and maintain a sufficient inventory of all supplies at all times
- Arrange supply deliveries directly to customers from vendors
- Work closely with contacts in other departments to anticipate future needs for supplies based on volume
- Perform second checks on outbound packages for the Shipping Clerk to confirm that quantities, destination, and customer information are correct
- Assist with assembling orders for outbound packages when needed
- Assist with assembling binders for external customers when needed
- Become proficient in the Shipping Clerk duties to act as a backup
- Answer incoming calls to the Shipping department
- Maintain shipping department and warehouse in an organized and orderly manner
- Deliver incoming mail to appropriate employees
- Break down and dispose of cardboard in the recycling dumpster
- Other duties as assigned
Requirements
PROFESSIONAL REQUIREMENTS
- Regular and prompt attendance
- Proficient in Microsoft Office applications
EDUCATION AND EXPERIENCE REQUIREMENTS
- Technical or Associate’s degree 2 years relevant Accounting or Purchasing experience, or combination of degree and experience
- Experience with Inventory and Receiving functions
- Experience with QuickBooks required
KNOWLEDGE, SKILLS AND ABILITIES
- Ability to communicate effectively, orally and in writing
- Strong organizational and interpersonal skills
- Ability to manage multiple and simultaneous responsibilities and to prioritize scheduling of work
- Ability to analyze and prepare documents, reports, and correspondence
PHYSICAL REQUIREMENTS
- Work in varying degrees of temperature (heated or air conditioned)
- Position requires sitting, walking, reaching, bending, stooping, and handling objects with hands and/or fingers, talking and/or hearing, and seeing
- Must be able to lift up to 40 pounds
DIRECT REPORTS
- None
