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Inventory/Accounts Payable Specialist

3 months ago

Newport, United States Ethos Holding Corp. Full time

Job Type

Full-time

Description

JOB OVERVIEW

The Inventory/Accounts Payable Specialist processes all inbound shipments, performs weekly inventory on all supplies, and purchases supplies as needed. This position requires excellent interpersonal skills, a high level of organizational skills, and a high level of attention to detail, where accuracy is essential to ensure the highest quality standards are maintained.

ESSENTIAL FUNCTIONS

  • Input vouchers, invoices, checks, account statements, reports, and other records
  • Process bills for payment
  • Open mail and match payments to invoices
  • Utilize computer systems to run databases, pay bills and order supplies
  • Enter Employee Expense Reimbursement forms into Accounting application
  • Obtain quotes and negotiate purchase orders per company practice
  • Maintain positive communication/interaction with suppliers and the internal customer
  • Coordinate and implement procurement process from initial request to handover; Manage relationships, negotiate service agreements and other partnerships as appropriate
  • Reviews purchase order delivery status and coordinates with suppliers to assist in obtaining best value consistent with quality, reliability, and ability to meet required schedules
  • Reviews proposals, assists in negotiating cost savings where applicable, selects or recommends suppliers, reviews trends, follows up orders placed, verifies delivery, approves payment, and maintains necessary records
  • Experience with QuickBooks or other similar accounting application
  • Receive incoming packages in the morning and in the afternoon
  • Deliver specimen packages to the Initial Testing department
  • Unpack all supply packages
  • Check received supplies against packing lists
  • Verify supplies received are as ordered, checking packing lists against original purchase orders
  • Report discrepancies or damages in a timely manner
  • Deliver supply packages to the appropriate departments and notify the appropriate employees of the deliveries
  • Restock supplies in appropriate areas, including lab, office, and shipping areas
  • Maintain all supply inventory in an organized and orderly manner
  • Follow FIFO when stocking and using supplies
  • Label appropriate new equipment with identifying labels
  • Take inventory of laboratory, office, and shipping supplies weekly using an Excel spreadsheet, and maintain a sufficient inventory of all supplies at all times
  • Arrange supply deliveries directly to customers from vendors
  • Work closely with contacts in other departments to anticipate future needs for supplies based on volume
  • Perform second checks on outbound packages for the Shipping Clerk to confirm that quantities, destination, and customer information are correct
  • Assist with assembling orders for outbound packages when needed
  • Assist with assembling binders for external customers when needed
  • Become proficient in the Shipping Clerk duties to act as a backup
  • Answer incoming calls to the Shipping department
  • Maintain shipping department and warehouse in an organized and orderly manner
  • Deliver incoming mail to appropriate employees
  • Break down and dispose of cardboard in the recycling dumpster
  • Other duties as assigned
Requirements

PROFESSIONAL REQUIREMENTS
  • Regular and prompt attendance
  • Proficient in Microsoft Office applications
EDUCATION AND EXPERIENCE REQUIREMENTS
  • Technical or Associate's degree + 2 years relevant Accounting or Purchasing experience, or combination of degree and experience
  • Experience with Inventory and Receiving functions
  • Experience with QuickBooks required
KNOWLEDGE, SKILLS AND ABILITIES
  • Ability to communicate effectively, orally and in writing
  • Strong organizational and interpersonal skills
  • Ability to manage multiple and simultaneous responsibilities and to prioritize scheduling of work
  • Ability to analyze and prepare documents, reports, and correspondence
PHYSICAL REQUIREMENTS
  • Work in varying degrees of temperature (heated or air conditioned)
  • Position requires sitting, walking, reaching, bending, stooping, and handling objects with hands and/or fingers, talking and/or hearing, and seeing
  • Must be able to lift up to 40 pounds
DIRECT REPORTS
  • None