Purchasing and Bookkeeping Administrator

Company

Parting Stone is a Santa Fe-based company that has developed a technology to provide an alternative to cremated remains. Families who choose cremation can now receive stone-like "solidified remains" that can be touched, held, and shared.

Our mission is to empower families in their grief through a form of remains that can be touched and held. Parting Stone is building a foundation for an inspired future for death and dying. We are proudly registered as a Public Benefit Corporation.

We are death-curious and passionate about creating meaningful experiences. Our team operates with the highest level of professionalism and integrity while indulging in imagination and curiosity.

Parting Stone is an LGBTQIA safe space. BIPOC, queer, and trans people are encouraged to apply.

All Parting Stone employees must be vaccinated against the COVID-19 virus.

Overview

The Purchasing and Bookkeeping Administrator is responsible for managing procurement processes and maintaining accurate financial records within the production department. Key responsibilities include sourcing and selecting suppliers, ensuring timely delivery of items, monitoring inventory levels, maintaining detailed records of receipts, budgets, and fixed asset purchases, and collaborating closely with the accounting department to ensure alignment with financial protocols and budgets. The Purchasing and Bookkeeping Administrator reports to the Vice President of Production.

In addition to procurement duties, the Purchasing and Bookkeeping Administrator performs light bookkeeping tasks, such as processing and categorizing receipts, maintaining petty cash, updating the fixed assets record, and maintaining both physical and digital accounting records. This position also handles administrative tasks, including managing mail correspondence, handling marketing and sales shipping projects, preparing bank deposits, coordinating lunch and/or snacks for company events, and submitting mileage and expense reimbursement forms.

Other responsibilities outside of this description may be required.

Responsibilities

• Keep an accurate inventory of supplies and maintain stock levels;
• Anticipate the material needs of the production staff;
• Maintain accurate records of receipts, the monthly production budget, and the record of fixed asset purchases;
• Monitor deliveries and resolve any issues that arise;
• Field new purchase requests and make decisions on whether or not to purchase based on need and budgetary constraints;
• Prepare and track bank deposits;
• Manage petty cash;
• Handle incoming and outgoing mail correspondence;
• Coordinate marketing and sales shipping projects;
• Submit any mileage and expense reimbursement forms to the accounting department.

Qualifications / Requirements

• A minimum of 2 years of experience in bookkeeping and procurement is preferred.
• Strong organizational skills–maintain meticulous records, manage inventory, and prioritize tasks effectively;
• Capacity to assess inventory needs, evaluate purchase requests, and make data-driven decisions;
• Strong verbal and written communication skills to liaise with suppliers, colleagues, and accounting personnel;
• Thoroughness in monitoring deliveries, maintaining records, and ensuring accuracy in expense reporting;
• Understanding of budgetary principles and the ability to manage expenditures within allocated funds;
• Capability to make informed decisions on purchasing based on need, quality, cost, and budgetary constraints;
• Efficient time management skills to handle multiple tasks and meet deadlines in a fast-paced environment;
• Ability to work collaboratively with cross-functional teams to understand their needs and provide timely support.

Physical Demands and Work Environment

Candidates can expect to work in an office environment. The position interacts with customers via email and phone. They will need to input data and communicate information. They will need to be stationary, move about, position, or ascend.

This role routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets.

Expected Hours of Work

Monday - Friday, 9 am - 5 pm, on location in our Santa Fe, NM facility. Occasionally, evening and weekend work may be required as job duties demand.

Supervisory Responsibilities

This position has no supervisory responsibilities at this time.

Compensation

$42,000 - $50,000 DOE

Benefits

Health, vision, and dental insurance

PTO

50-minute paid break per 8-hour shift

Job Type: Full-time

Pay: $42,000.00 - $50,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Weekends as needed

Application Question(s):

• In 1 - 2 sentences, please describe why you are interested in working with us.
• In 1 - 2 sentences, please describe why you are a good fit for this position.

Work Location: In person

Salary : $42,000 - $50,000