Acccounts Payable Coordinator
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
Qualifications:
- One-two years of purchasing, accounts payable and administrative office experience.
- High school equivalent, college degree preferred.
Softwares (preferred):
· Microsoft Word, Excel, MAS 90 / Sage 100, Sage AP Automation/Beanworks.
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