Acccounts Payable Coordinator

1 week ago

Pasadena, California, United States Consultative Search Group Full time

A large entertainment venue seeks a Purchasing-Accounts Payable Specialist to join their dynamic team on a temporary basis.  Great location in Pasadena, CA with competitive pay.

Responsibilities:

Purchasing:

  • 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 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:

  • 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.
  • 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 Support:

  • 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

Qualifications:

  • One-two years of purchasing, accounts payable and administrative office experience.
  • High school equivalent, college degree preferred.

Softwares (preferred):

· Microsoft Word, Excel, MAS 90 / Sage 100, Sage AP Automation/Beanworks.

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