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PO Coordinator & AP Specialist

Blue Ash, Ohio · Accounting/Finance
General Purpose of Position:
Directs, coordinates, and resolves all matters pertaining to A/P (Accounts Payable) for the entire organization.  Primary responsibilities include performing data entry for A/P invoices, overseeing payment processing, vendor maintenance, coordination with internal partners on the preparation and approval of purchase orders for both CMGP and non-CGMP items and coordination with external partners on purchase order requirements and fulfillments.

Primary Duties and Responsibilities (Essential Functions):
 
  Duties/Responsibilities
1 Assist employees in researching supplies needs from approved vendors.
2 Identify new vendors and assist internal partners to complete a new vendor request form and collect W-9
3 Prepare purchase order based on information from internal partners
4 Submit purchase order for approval from CFO or CEO
5 Partner with outside approved vendor to submit order, understand timeline for delivery and collect packing slips
6 Match invoices, packing slips, and purchase orders.  Review invoices for proper sales tax.
7 Code invoices and enter them into the electronic A/P system
8 Set up new vendors in the A/P system including information from W-9.  Serve as the primary contact with vendors regarding questions related to invoices and payments.
9 Process payments timely including running, pulling, mailing, and separating invoices, remittance advices, and checks.  Process payments to those vendors identified as ACH vendors.
10 Process 1099’s at year end and assist on tax matters related to these forms
11 Research and resolve open POs (Purchase Orders) in an effort to ensure completion of the purchase or other resolution
12 Review and enter Travel and Business Expense Reports into the A/P system and check to ensure that appropriate receipts (or other documentation) have been provided
13 Assist with the planning and implementation of any new systems or processes (i.e. ERP system)
14 Create, implement, and enforce accounting processes and procedures
15 Assist with month end close by handling and reporting accruals
16 Protect Business Operations by maintaining confidentiality of financial information and plans

Reporting to this Position:
No direct reports

Travel:
This position does not require any business travel

Work Shift:
This position works days.

Knowledge, Skills and Abilities:
  • Prior knowledge and experience handling a variety of A/P activities
  • Strong written and oral communication skills
  • Strong problem solving, analytical and math skills
  • Exceptional attention to detail
  • Ability to multi-task and perform multiple projects/activities simultaneously
  • Ability to communicate professionally across all levels of the organization and with third-party vendors
  • Ability to identify priority items and seek prompt resolution to issues
  • Ability to perform high-volume data entry with a low error rate
  • Able to cope with the demands of a fast paced and changing business   
  • Basic understanding of accounting and account codes
  • Ability to successfully perform independently and in a team environment
Education and Experience:
  • High School Diploma required
  • B.A. (or B.S.) degree in Math, Business Administration, or equivalent discipline desired
  • Minimum 3 – 5 years of A/P experience desired
  • Knowledge of Microsoft Excel and Word required
  • Previous experience with Quickbooks and other ERP systems required
Physical Demands and Work Environment:    
  • Ability to sit at a desk for extended periods of time
  • Good eyesight to read, create, and interpret business documents and spreadsheets
  • Extended viewing of computer screens
  • Good manual dexterity to operate keyboards and general office equipment
  • Good eyesight to research hardcopy and online supply catalogs and place orders accurately
  • Ability to perform minimal lifting (typically less than 25 pounds)
  • Occasional odd body positions (bending, kneeling, twisting, reaching, etc). specific to filing invoices and related work


GENERAL INFORMATION:
The expectation for all employees is to support the company’s mission, vision, culture and core values while adhering to all company policies.  The above information is intended to describe the general nature and level of work being performed by individuals assigned to this position.  It is not intended to be an exhaustive list of all duties, responsibilities, and skills required.  The position may require other duties as assigned and can be changed at any time by the company.


We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status.

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