Position Overview
We are a highly technical cybersecurity company specializing in Hardware Security Modules (HSMs), key management, and data protection solutions for global enterprises and regulated industries. We are seeking a detail-oriented and dependable Accounts Payable & Office Administrator to support our finance, procurement, and front-office operations.
This role blends financial accuracy, procurement coordination, and professional front-office presence. The ideal candidate is organized, discreet, service-oriented, and comfortable working in a fast-paced, security-focused technology environment.
Key Responsibilities
Accounts Payable (Primary Focus)
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Process vendor invoices accurately and in a timely manner
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Match purchase orders, receipts, and invoices
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Manage AP inbox and vendor communications
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Prepare and process weekly payment runs (ACH, wire, check)
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Maintain vendor records and W-9 documentation
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Reconcile vendor statements and resolve discrepancies
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Assist with month-end close activities related to AP
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Ensure compliance with internal controls and audit requirements
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Support employee expense report processing and policy adherence
Procurement & Purchasing Support
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Issue and track purchase orders in coordination with finance and operations
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Assist with vendor onboarding and documentation
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Support internal teams with ordering needs and approvals
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Monitor open POs and follow up on delivery timelines
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Help maintain preferred vendor lists and pricing records
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Coordinate routine purchases for office and operational needs
Administrative & Front Office Duties
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Answer and route incoming phone calls professionally
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Greet and assist visitors, clients, and partners at the front desk
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Manage conference room scheduling and meeting logistics
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Assist with company-sponsored events, trade shows, and internal functions
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Manage incoming and outgoing mail and shipments
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Oversee office supply inventory and ordering
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Coordinate with facilities or service vendors as needed
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Support general administrative needs for leadership and departments
Requirements
Qualifications
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2+ years of accounts payable, purchasing, or accounting support experience
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Strong attention to detail and organizational skills
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Professional demeanor and strong communication skills
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Comfort handling confidential financial information
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Proficiency in Microsoft Office (Excel, Outlook, Word)
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Experience with accounting or ERP systems preferred
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Ability to multitask and prioritize in a fast-paced environment
Preferred Qualifications
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Experience in a technology, cybersecurity, or regulated industry
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Familiarity with purchase order and procurement workflows
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Event coordination or office management experience
Key Traits for Success
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Trustworthy and discreet
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Service-oriented mindset
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Highly organized and reliable
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Calm and professional under pressure
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Proactive and resourceful
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Strong follow-through on tasks and vendor coordination
Why Join Us
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Work in a cutting-edge cybersecurity and encryption company
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Exposure to global enterprise customers and advanced technology
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Collaborative, high-performance culture
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Opportunity for growth within finance, procurement, and operations
Benefits
- Health, dental, vision, life, and short/long-term disability insurance
- Paid vacation, holidays, and sick leave
- Competitive compensation and opportunities for advancement
- Retirement plan with employer contribution match
- Welcoming, family-style corporate culture uniquely suited to fast-paced, entrepreneurial, and motivated individuals
- One of San Antonio’s “Best Places to Work” for nine consecutive years
