Purchasing & AP Coordinator

Greenwood, IN - USA

Monthly Salary: Not Disclosed

Posted on: Yesterday

Vacancies: 1 Vacancy

Job Summary

Mid America Health is hiring a full-time Purchasing & AP Coordinator. This is an onsite position that works Monday through Friday in our Greenwood IN office. The hours are 8am - 5pm with some flexibility.

Mid America Health offers full benefits including generous paid time off and paid holidays with medical dental and vision insurance available as well as 401k and a health savings account.

Job Title: Purchasing & AP Coordinator

Department: Purchasing & Accounting (Dual Role) Reports To: Director of Purchasing Works Closely With: Accounting Department & Controller Fleet Manager Location: Greenwood IN

Position Summary

The Purchasing Coordinator is a dual-role position responsible for supporting both the Purchasing and Accounting departments. This role primarily manages purchasing activities for dental supplies and equipment-including vendor communication order processing and inventory coordination-while also performing key Accounts Payable duties such as invoice reconciliation payment processing and vendor account management. The ideal candidate is detail-oriented organized and comfortable working across departments in a fast-paced environment.

Key Responsibilities

Purchasing (Primary Oversight: Director of Purchasing)

Source order and track dental supplies materials instruments and equipment.
Maintain accurate purchase records and ensure timely follow-up on backorders or delivery discrepancies.
Communicate with vendors regarding availability and shipment status.
Assist with inventory management including stock monitoring equipment testing and documentation.
Coordinate equipment repairs warranties and service requests as needed.
Ensure adherence to company procurement policies and purchasing workflows within and Xledger systems.
Escalate concerns to the Purchasing Director regarding critical service issues and ongoing service calls.
Other special tasks as assigned by the Purchasing Director.

Accounts Payable (In Collaboration with Accounting & Controller)

Receive code and enter vendor invoices into the accounting system.
Reconcile purchase orders packing slips and invoices to ensure accuracy before payment.
Prepare weekly/bi-weekly payment runs (checks ACH credit card) for review.
Maintain vendor files W-9s and payment records.
Research and resolve invoice discrepancies statements and credit memos.
Assist in month-end closing tasks related to AP including accruals and reporting.
Support annual audits by providing documentation and AP reports as requested.

Qualifications

High school diploma or equivalent required associate or bachelors degree in business Accounting Supply Chain or related field preferred.
2 years of experience in purchasing accounts payable or a related administrative role; experience in dental medical or healthcare procurement preferred.
Strong understanding of purchasing workflows and basic accounting principles.
Proficiency with inventory systems and Microsoft Office (Excel required).
Ability to manage multiple priorities meet deadlines and maintain accuracy.
Excellent communication and vendor relationship management skills.
Strong analytical organizational and problem-solving abilities.

Key Competencies

Attention to detail
Time management
Cross-department collaboration
Professional communication
Data accuracy and reconciliation
Vendor negotiation and relationship building

Work Environment & Physical Requirements

Office and Warehouse settings
Occasional lifting of supply boxes or equipment (up to 50 lbs).
Ability to sit stand and move throughout warehouse and office.
Ability to travel between the office and warehouse locations as needed (within a 5mi radius)

Why Join Us

Opportunity to develop skills in both procurement and accounting.
Collaborative environment with cross-department exposure.
Supportive leadership and opportunities for professional growth.

Required Experience:

Mid America Health is hiring a full-time Purchasing & AP Coordinator. This is an onsite position that works Monday through Friday in our Greenwood IN office. The hours are 8am - 5pm with some flexibility.Mid America Health offers full benefits including generous paid time off and paid holidays with ...