Acccounts Payable Coordinator
Acccounts Payable Coordinator
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Job Description
A large entertainment venue seeks a Purchasing-Accounts Payable Administrator to join their dynamic team on a temporary basis.
Responsibilities:
Purchase Orders / Notice to Proceed (NTP) Processing:
Note: Position will enter purchases into Sage-100 or Beanworks depending on vendor agreements.
- 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 administration & compliance:
- 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 support:
- 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.
Reporting Support:
- 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 Duties
Note: Clear documentation and diligent follow up is necessary to assure vendors on campus have current insurance before a Purchase order is sent and on-site presence occurs.
- 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
Update and maintain COI
Qualifications:
High school equivalent college degree preferred.
One-two years of purchasing accounts payable and administrative office experience.
Softwares (preferred):
Microsoft Word
Excel
MAS 90 / Sage 100
Sage AP Automation/Beanworks
Many of our job openings can be viewed at Experience:
IC
Employment Type
Hourly
