Acccounts Payable Coordinator
About The Position
A large entertainment venue seeks a Purchasing-Accounts Payable Specialist to join their dynamic team on a temporary basis. Great location in Pasadena, CA with competitive pay. Responsibilities: Purchasing: Enter POs into Sage and follow the same line breakout as requisitions. Issue POs to for vendors if vendors do not have a standing contract - Reconcile invoices to NTPs or POs. Purchasing review, track, and obtain proper approval for purchases before PO issuance to vendors. Vendor onboarding, reviews, reporting and validation; Capture and track pertinent information on vendor forms. Review manager requisitions for accuracy, budget, variances to validate purchase support. Clear understanding and administration of purchasing guidelines to assure compliance. Support dept level purchasing tracking and assure tracking system is updated for actuals Initiate Purchase Order Contract (POC) and request for insurance for all vendors providing services on or offsite Track, reconcile and assure accurate posting of purchasing cards transactions into General Ledger. AP Administration: AP Invoice matching to POs/NTP, coding, comments, routing to signers, issue resolutions/vendor contacts etc. Processing payments – uploading invoice into GL, posting batches for payment. Vendor statement reviews, communications, and issue resolutions Maintain AP system for efficient processing. Lead to flagging/reporting vendors operating without proper approval to Compliance Officer Assure 1099 and other procurement reporting is carried out timely and accurately. Prepare monthly cash requirement report. Track and Report on purchasing contracts key performance indicators (contract renewal dates, rate changes, reason for change etc.) Support reporting on attendance, per cap and other spend metrics. Insurance Support: Receipt of insurance - review all received insurance and verify it is in accordance with company Insurance Guidelines Work with Chief Compliance Officer on any exceptions to insurance requirements or endorsements; this must be approved by City Risk. Manager prior to acceptance Upload completed insurance from to vendor file the Purchasing tracking system (Beanworks). Fill out a “green sheet” for every completed insurance certificates received (file) File original Certificate of Insurance (COI) in approved COI binder
Requirements
- One-two years of purchasing, accounts payable and administrative office experience.
- High school equivalent, college degree preferred.
- Microsoft Word, Excel, MAS 90 / Sage 100, Sage AP Automation/Beanworks.
Responsibilities
- Enter POs into Sage and follow the same line breakout as requisitions.
- Issue POs to for vendors if vendors do not have a standing contract
- Reconcile invoices to NTPs or POs.
- Purchasing review, track, and obtain proper approval for purchases before PO issuance to vendors.
- Vendor onboarding, reviews, reporting and validation
- Capture and track pertinent information on vendor forms.
- Review manager requisitions for accuracy, budget, variances to validate purchase support.
- Clear understanding and administration of purchasing guidelines to assure compliance.
- Support dept level purchasing tracking and assure tracking system is updated for actuals
- Initiate Purchase Order Contract (POC) and request for insurance for all vendors providing services on or offsite
- Track, reconcile and assure accurate posting of purchasing cards transactions into General Ledger.
- AP Invoice matching to POs/NTP, coding, comments, routing to signers, issue resolutions/vendor contacts etc.
- Processing payments – uploading invoice into GL, posting batches for payment.
- Vendor statement reviews, communications, and issue resolutions
- Maintain AP system for efficient processing.
- Lead to flagging/reporting vendors operating without proper approval to Compliance Officer
- Assure 1099 and other procurement reporting is carried out timely and accurately.
- Prepare monthly cash requirement report.
- Track and Report on purchasing contracts key performance indicators (contract renewal dates, rate changes, reason for change etc.)
- Support reporting on attendance, per cap and other spend metrics.
- Receipt of insurance - review all received insurance and verify it is in accordance with company Insurance Guidelines
- Work with Chief Compliance Officer on any exceptions to insurance requirements or endorsements; this must be approved by City Risk. Manager prior to acceptance
- Upload completed insurance from to vendor file the Purchasing tracking system (Beanworks).
- Fill out a “green sheet” for every completed insurance certificates received (file)
- File original Certificate of Insurance (COI) in approved COI binder
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
