AP & Purchasing Assistant - AIR MASTER SYSTEMS CORP

Job Title:           AP/Purchasing Assistant

Reports To:        VP of Finance

Department:      Finance 

Status:               Full Time          

FLSA Status:       Hourly Non-Exempt                                                      

Position Summary:

The AP/Purchasing Assistant supports the procurement team by managing administrative tasks, maintaining accurate records, and ensuring timely delivery of goods and services. They support the finance team by entering invoices into the ERP system, inquires about billing errors, and supports information requests for supplier billings as needed.  This role requires strong organizational skills, attention to detail, and the ability to work collaboratively with various departments and suppliers. Compute, classify, and record numerical data to keep financial records complete. Perform any combination of routine calculating, posting, and verifying duties to obtain primary financial data for use in maintaining accounting records. May also check the accuracy of figures, calculations, and postings pertaining to business transactions recorded by other workers.

Essential Responsibilities:

• Operate a PC and enter data into ERP system to record, store, and analyze purchasing and accounting information.
• Analyze requests for the purchase of material to ensure consistent supply of consumable supplies for office and shop KanBan supplies.
• Enter purchase order information and quantities into ERP system and issue purchase orders to suppliers for office and shop KanBan supplies.
• Communicate with suppliers to obtain product or service information such as price, availability, and delivery schedule.
• Monitor and maintain inventory levels, ensuring that stock is ordered and replenished as needed.
• Adjusting Min/Max stocking levels as needed based on supplier lead times to prevent stockouts.
• Creating and maintaining inventory part labels with accurate supplier information.
• Meet and manage MRO supplier relationships for office and shop KanBan supplies.
• Check figures, postings, and documents for correct entry, mathematical accuracy, and proper codes.
• Comply with federal, state, and company policies, procedures, and regulations.
• Code purchase orders and invoices according to company accounting procedures.
• Reconcile or note and report discrepancies found in records.
• Research, request for quote, and issue purchase orders for shop maintenance, repair services, and other outside services.
• Periodically analyze, review, and report progress towards annual cost savings targets.
• Perform general office duties, such as greeting and directing visitors to the appropriate personnel or department, filing, answering telephones, and handling routine correspondence.
• Access computerized financial information to answer general questions as well as those related to specific accounts.
• Classify, record, and summarize numerical and financial data to compile and keep financial records, using journals and ledgers or computers.
• Debit, credit, and total accounts on computer spreadsheets and databases, using specialized accounting software.
• Match order forms with invoices and record the necessary information.
• Provide administrative support to the purchasing team, including scheduling meetings, preparing documents, and handling correspondence.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Education and Experience:

• Associate’s degree in Accounting or related field preferred.
• High school diploma with equivalent experience may be considered.
• Previous experience in a purchasing or administrative role is advantageous

Job Knowledge, Skills and Abilities:

• Customer and Personal Service — Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
• Clerical — Knowledge of administrative and clerical procedures and systems such as word processing, spreadsheets, managing files and records, designing forms, and other office procedures and terminology.
• Economics and Accounting — Knowledge of economic and accounting principles and practices, the financial markets, banking and the analysis and reporting of financial data.
• Critical Thinking — Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
• Time Management — Managing one's own time and the time of others.
• Mathematical Reasoning — The ability to choose the right mathematical methods or formulas to solve a problem.
• Problem Sensitivity — The ability to tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing there is a problem.

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