Accounting Coordinator I (Accounts Payable and Purchasing)

Job Description: Purchasing & AP Specialist

About the Position

The ideal applicant must be a self-starter, high energy individual with an attention to detail and must be comfortable working in a fast-paced constantly changing environment and wearing multiple hats. This position reports directly to the Controller.

As a key member of the organization, this position will work cross-functionally. The Purchasing/AP role is expected to be hands-on. We are searching for a candidate that will maintain and improve processes to ensure that reporting is accurate and appropriate controls are in place and adhered to.

Job Responsibilities:

Lead and manage accounts payable, including:

o Process outgoing payments in compliance with financial policies and procedures.

o Manage W-9 collections to support year-end 1099 filings.

o Manage all aspects of day-to-day bookkeeping and accounting processes.

o Assist in the preparation of monthly financial reports and provide detailed insights into expenditures versus budget.

o Reconcile the accounts payable ledger to ensure that all bills and payments are accounted for and properly posted.

o Verify and investigate discrepancies, if any, by reconciling vendor accounts and monthly vendor statements

Expense management

o Reconcile AMEX purchasing and obtain proper approvals.

Enter credit card charges into the A/P subledger for charges that are reoccurring and material.

o Understand expense accounts and cost centers / departments.

o Provide other clerical support necessary to pay the obligations of the organization.

o Protect businesses against unintentional overpayment.

o Practice effective monitoring to ensure payments are made to vendors in a timely manner.

o Clarify any questionable invoice items, prices or approvals.

o Manage office purchases

Bank Activity management

o Review daily transaction activity - ensuring all transactions are accounted for in the ERP.

o Check mail daily and send checks to A/R.

o Deposit and Scan checks

o Reconcile third party payment processors (PayPal/Shopify/Amazon)

o Reconcile bank statements.

Regulatory Compliance

o Verify sales tax data and filings with third party processor (Avalara) for each state

o Manage resale certificate archiving (storage)

o 1099 filing & W-9 archive activities.

Inventory Purchases

o Perform monthly three-way match of invoices to ensure accurate and timely payment.

o Reconcile foreign payments and wire requests from China & India

o Reconcile prepayments and deposits for inventory

o Reconcile container shipments within 24 hours of receipt.

o Ensure all POs in ERP reflect any changes made after the PO is placed (ex: pricing, additional charges, etc

Backup Accounts Receivable

o Print and mail invoices for A/R

o Deposit and scan customer checks to AR specialist

o When necessary, backup AR specialist in receiving and posting customer payments.

QuickBooks

o Manage the books of other minor entities, using QuickBooks.

o Maintain Fixed asset ledger and depreciation schedules.

What We'd Like to See in You

Associate or bachelor's degree in accounting and/or 3-5 years of experience in accounts payable roles

Big picture mentality and ability to manage towards business growth.

Familiarity of the accounting and financial processes and internal controls

Creative thinking to suggest process improvements, including automation of processes.

Well organized, strong attention to detail, ability to prioritize and meet deadlines.

Excellent communicator, strong interpersonal and analytical skills

Must be a TEAM player.

Proficiency in Microsoft Suite products (Excel, etc.)

About the Company

Year after year, Client inspires women to celebrate life, have faith in who they are and to live a life without regret. We are a community that encourages each other to be better than the last and to value where we have come from.

• Creating inspiration is what we do. It is at the core of who we are and the \"why\" behind our brand. We work hard behind the scenes each day to bring you joy in the smallest of things. Whether it is a piece of decor that reminds you that you are strong, a favorite dress that makes your confidence soar, an inspirational journal that helps you realize your dreams or a heartfelt gift that you can give to a loved one; we are here for every season of your life. Whatever the day may hold, we empower you to create your journey and we will be right here cheering you on along the way.