Coordinator of Accounts Payable and Purchasing

Description

PRIME Occupational Medicine’s Mission:

PRIME’s mission is to provide employers worldwide with the best tools to optimize the efficiency necessary to maximize improvement in each worker’s health and safety.

Objectives of this role

• The Coordinator of Accounts Payable and Purchasing will perform a variety of professional level duties and responsibilities involving the processing, maintenance, and review of financial records involving accounts payable including complex auditing, data entry, data entry verification, ACH and check processing.
• Coordinates payments for invoices and ensures they are paid timely and correctly.
• Ensure effective and efficient supply and equipment management throughout, from the vendor and manufacturer to point of use

Responsibilities

• Perform a variety of technical and complex accounting work in the processing, maintenance, and review of financial records involving accounts payable and purchasing transactions; process all corresponding paperwork while ensuring its accuracy and completeness.
• Works with departments to get invoices approved for payment. Conducts research as needed on any missing invoices or to find a PO number.
• Communicates invoice discrepancies to appropriate parties and tracks outstanding items.
• Setup of new vendors in accounting software with accurate remittance information as well as tax information upon collection of W-9
• Maintain W-9 records on new and existing AP vendors and prepare annual 1099 tax reports.
• Key vendor invoices into accounting software in batches generated based upon invoice date and AP posting period Review invoice pricing and services to ensure billing accuracy.
• Process intercompany payables for company operational expenses and payments collected on behalf of each of our PRIME entities, reconcile vendor accounts to maintain accurate payment application records
• Generate payment and match stubs to corresponding invoices and review for errors
• Research vendor invoice issues to make various determinations including:
• Prior payment/short payments, pricing discrepancies, service history, statement/invoice comparison to prevent duplicate payments, and vendor billing errors in accordance with our protocols and/or pricing agreement
• Initiate verbal and written communication with vendors to facilitate resolution of problem invoices, dispute pricing, and obtain information or documentation necessary to issue payment.
• Captures supporting documentation for transactions and uploads it into the accounting software utilized by the Company.
• Maintain accurate records of vendor demographic changes.
• Processes daily and/or weekly ACH payments
• Assists internal and external auditors in gathering information requested and provides research on the sample requested
• Seeks opportunities to improve processes to ensure efficiency with payment of invoices.
• Reviewing all payments and expenses, including purchase orders and invoices
• Reconciling monthly payable reports
• The Purchasing Coordinator ensures effective and efficient supply and equipment management throughout, from manufacturer to point of use.
• Develops rapport with assigned customers and acts as a customer service liaison between department leaders and the vendors.
• Identifies improvement opportunities, ensures assigned areas are managed according to schedule and that replenishments are appropriately released.
• Manages and ensures quality, expiration, rotation and storage compliance are maintained for assigned departments.
• Analyzes historical usage and other key performance data to optimize supply availability.
• Collaborates with Operations to adjust supply management levels.
• Communicates with vendors, clinic supervisors and management to ensure timely delivery of products.
• Addresses manufacturer and vendor recalls of products to ensure timely response.
• Schedules and oversees quarterly cycle counts and annual/bi-annual physical inventory.
• Identifies opportunities to improve inventory accuracy and effectiveness and implements change.
• Inventory Control/Materials Management
• Implements inventory strategies to ensure efficient and effective purchasing operations.
• Works closely to adjust par inventory levels in collaboration with Clinical Leadershiand management.
• Demonstrates a complete understanding of software procedures
• Serves as a change agent by identifying and acting on process improvement opportunities
• Demonstrates commitment to achieving superior customer satisfaction through quality of work, attention to detail, communication, problem solving, initiative, flexibility, and attitude.
• Preparing monthly expense statements and financials reports
• Must have reliable transportation
• May be required to work overtime and or holidays
• Other duties as assigned

Requirements

Required skills and qualifications

• Associate’s degree in accounting, business administration or related field
• Five years of proven work experience performing accounting work, accounts payable and/or purchasing will substitute for a degree
• Resourceful mindset and strong attention to detail
• Knowledge of local, state and national laws and regulations related to accounting procedures
• Impeccable time-management

Physical Demands: Sitting, bending, reaching above head, stooping or standing for prolonged periods of time, lift, carry push, pull or otherwise move objects up to 75 pounds. Repetitive motion. Extensive use of computers and keyboard. Substantial movements

(motions) of the wrists, hands, and/or fingers. The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading. Work is performed in an

office environment and requires the ability to operate standard office equipment and keyboards. Must have the ability to lift and small carry parcels, packages and other items, to walk short distances, and drive a vehicle to deliver and pick up materials. Must have the ability to climb stairs dailey.

Mental Requirements: Learn new tasks, remember processes, maintain focus, complete tasks independently, make timely decisions in the context of a workflow, ability to communicate with employees and visitors, ability to complete tasks in situations that have a speed or productivity quota. 

Position Unit: Accounting - Hourly