Procurement & Accounting Assistant

The Procurement & Accounting Assistant plays a critical, dual-focused role in supporting our purchasing, financial operations, and daily administrative needs. Reporting directly to the Controller, this position executes full-cycle purchasing duties—from sourcing to order processing and delivery tracking—while providing essential administrative, lower-level accounting, and regulatory compliance support. The ideal candidate is proactive, numbers-driven, and highly organized.

Essential Functions

1. Procurement, Sourcing & Vendor Negotiation

• Purchasing Operations: Proactively prepare, process, and issue purchase orders (POs) and documentation in strict accordance with company specifications, policies, and procedures.
• Sourcing & Selection: Source new parts, suppliers, and subcontractors as needed. Periodically evaluate existing suppliers to ensure the company continuously receives the best value regarding quality, price, terms, and delivery schedules.
• Vendor Negotiation & Cost Savings: Proactively negotiate purchase packages and raw material costs with key vendors (e.g., WB Mason, Fastenal, utilities, trash services) and conduct cost analyses to discover savings opportunities.
• RFPs & Quotations: Assist departments with Requests for Proposals (RFPs) and gather supplier quotations to secure competitive pricing while maintaining quality standards.

2. Supply Chain Coordination & Logistics

• Delivery & Timeline Tracking: Monitor and coordinate product deliveries between suppliers to ensure all items arrive on time. Proactively communicate any delays to appropriate staff and adjust for customer expectations.
• Claims & Returns Management: Handle, monitor, and resolve claims with vendors regarding product defects, shortages, or missing parts. Schedule and track product returns as required.
• Project Coordination: Coordinate directly with departments and suppliers regarding the purchasing scope for assigned projects to ensure bids and purchases meet project requirements. Report significant cost variances or delays immediately.

3. Accounting & Financial Support

• Three-Way Matching: Perform strict "three-way matching" by verifying consistency across Packing Slips (PS), Vendor Invoices (INV), and Purchase Orders (PO) before passing to accounts payable.
• Billing Assistance: Assist with tenant billing cycles and specific customer billing tasks.
• Deposits & Data Integrity: Log and process customer deposits. Maintain and update accurate purchasing records, sales reports, book values, and pricing data across systems (QuickBooks, etc.).

4. Compliance & Administrative Operations

• Fleet & Logistics Compliance: Maintain strict compliance files and records for heavyweight trucking and equipment. Ensure adherence to Federal, State, and local DOT regulations, including IRP, 2290-HVUT, and IFTA requirements.
• Front Desk Coverage: Provide relief/vacation coverage for the front desk, greeting visitors, and handling incoming/outgoing inquiries.
• Filing & Special Projects: Maintain organized physical and digital compliance and purchasing files. Execute ad-hoc data summaries, reports, and other special projects as assigned by management.

Qualifications & Skills

Required:

• Experience: 2–4 years of experience combining purchasing/procurement duties with basic bookkeeping or administrative responsibilities.
• Technical Proficiency: Hands-on experience with accounting and ERP software, specifically QuickBooks and inventory/purchasing management systems. Strong proficiency in Microsoft Excel.
• Negotiation Communication Skills: Proven ability to communicate professionally with vendors, customers and coworkers.
• Attention to Detail: Exceptional accuracy in data entry, invoice matching, financial coding, and maintaining strict regulatory paperwork.
• Compliance Awareness: Familiarity with or capability to learn shipping, logistics, or heavyweight trucking compliance (DOT, IFTA, etc.).

Preferred:

• Associate’s degree in Business Administration, Accounting, Supply Chain Management, or a related field.
• Experience in a manufacturing, construction, or logistics environment managing bills of raw materials.