Position Summary
We are seeking an organized, detail-oriented Finance & Purchasing Coordinator to support the day-to-day financial and purchasing operations of our growing technology services company.
This position will be responsible for maintaining accurate financial records, coordinating Accounts Receivable and Accounts Payable, supporting routine financial reporting, and managing purchasing and vendor-related activities.
The ideal candidate has experience with bookkeeping or financial administration, is comfortable working with numbers and business systems, and takes pride in keeping information accurate, organized, and up to date.
Key Responsibilities
Finance & Bookkeeping Support
- Manage day-to-day Accounts Receivable (A/R) and Accounts Payable (A/P) activities.
- Prepare and send customer invoices and accurately record incoming payments.
- Monitor outstanding receivables and professionally follow up on past-due accounts.
- Maintain customer deposit, progress billing, and payment schedules.
- Enter, review, categorize, and maintain vendor bills and company expenses.
- Schedule vendor payments according to established company procedures and payment terms.
- Maintain accurate and organized financial records within QuickBooks Online.
- Assist with routine bank, credit card, and account reconciliations.
- Ensure transactions are properly associated with the appropriate customer, project, department, or expense category.
- Maintain supporting documentation for financial transactions.
- Assist with month-end bookkeeping and preparation of financial records for leadership and outside accounting professionals.
- Identify discrepancies or missing information and work with the appropriate team members to resolve them.
Financial Reporting Support
- Prepare and maintain routine financial reports for leadership review.
- Help ensure accurate information is available for Profit & Loss, Balance Sheet, Cash Flow, A/R Aging, and other management reporting.
- Assist with departmental, project, and service-line reporting as company reporting processes continue to develop.
- Help track project revenue, expenses, purchasing, and other financial information.
- Identify notable discrepancies or trends for leadership review.
- Assist leadership and outside accounting professionals with financial information and reporting requests as needed.
Purchasing & Vendor Coordination
- Coordinate purchasing of equipment, materials, supplies, and project-related needs.
- Process and track purchase orders from request through delivery.
- Ensure purchases are properly associated with the correct customer, project, department, or internal expense.
- Track outstanding orders, backorders, expected delivery dates, and purchasing issues.
- Communicate purchasing and delivery information with internal teams as needed.
- Match purchase orders, receiving information, and vendor invoices and help resolve discrepancies.
- Coordinate returns, credits, warranty replacements, and RMAs when needed.
- Maintain organized vendor records, account information, contacts, and purchasing documentation.
- Communicate professionally with vendors and distributors regarding pricing, availability, orders, billing, and account issues.
- Assist with comparing vendor pricing and identifying opportunities for improved purchasing efficiency.
Qualifications
- Previous experience in bookkeeping, Accounts Receivable, Accounts Payable, accounting support, or a similar financial administrative role preferred.
- Experience with QuickBooks Online strongly preferred.
- Working knowledge of basic bookkeeping and accounting principles.
- Strong organizational skills and attention to detail.
- Comfortable working with numbers, spreadsheets, reports, and detailed financial records.
- Strong follow-through and ability to independently manage recurring responsibilities and deadlines.
- Ability to identify discrepancies, ask appropriate questions, and follow issues through resolution.
- Strong written and verbal communication skills.
- Ability to communicate professionally with customers, vendors, coworkers, and company leadership.
- Comfortable learning new software, processes, and business systems.
- Experience with Microsoft Excel and Microsoft 365 preferred.
- Experience with purchasing, procurement, inventory, or vendor coordination is a plus.
- Experience in a project-based, technology, construction, or service business is a plus.
What We’re Looking For
We are looking for someone who is:
- Dependable and consistent.
- Highly organized and detail-oriented.
- Comfortable taking ownership of recurring responsibilities.
- Curious and willing to ask questions when something does not look right.
- Able to balance accuracy with efficiency.
- Professional and comfortable communicating with both customers and vendors.
- Interested in learning and growing as our financial and operational processes continue to develop.
This role does not require someone to arrive knowing every aspect of our business. We are looking for someone with a strong foundation, good judgment, and the ability to learn our systems and processes while becoming a dependable part of our administrative and leadership support structure.
Position Details
- Position: Finance & Purchasing Coordinator
- Employment: Full-Time
- Compensation: $40,000 annually
- Benefits: Company benefits offered in accordance with eligibility requirements
- Primary Focus: Accounts Receivable, Accounts Payable, bookkeeping support, financial reporting support, purchasing, and vendor coordination
Pay: From $40,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Work Location: In person
