Purchasing and Accounting Specialist

SUMMARY 

​​A Purchasing and Accounting Specialist is responsible for keeping operations cost-effective and books accurate. Their duties include negotiating deals with suppliers, researching possible item selections, taking inventory of current products, ensuring all purchased pricing is up to date, managing vendor contracts, accounts payable, and financial record-keeping. ​ 

ESSENTIAL JOB FUNCTIONS 

• ​​Researches potential vendors for competitive pricing and makes recommendations to Upper Management. 

• ​Monitors stock levels and places purchase orders as needed.  

• ​Places orders for all inventory, special order parts, office supplies, and kitchen supplies.  

• ​Tracks purchase orders and ensures timely delivery.  

• ​Updates all records of purchased products in inventory lists.  

• ​Resolves invoice discrepancies prior to submitting to Accounts Payable.  

• ​Works with Project Managers, Shop Leads, and the accounting department regarding their purchase order needs. 

• ​Coordinates with customers and schedules deliveries of all designated trucks.  

• ​Works with freight companies as needed.  

• ​Maintains schedules. 

• ​Serves as backup to Administrative Assistant role, answering phones as needed.  

• ​Assists with the end of year audit.  

• ​Evaluate suppliers based on quality, price and service of their products and/or services.  

• ​Analyze price proposals, financial reports, and other information to determine reasonable prices and work with Purchasing Supervisor/Manager to develop commodity strategies.  

• ​Interview suppliers to examine and learn about products, services, and prices as required or assigned by the Purchasing Supervisor.   

• ​Extract data from the MRP system / Recommendation Reports and/or work with the Purchasing Supervisor to develop reports to extract data.  

• ​Evaluate and monitor contracts to ensure that suppliers comply with the Terms and Conditions of the contract and to determine the need for changes.  

• ​Maintain and review records of items purchased, costs, deliveries, product performance, and inventories while keeping an organized and efficient desk.  

• ​Manage assigned projects and when applicable, maintain project log.  

• ​Attend and conduct meetings as needed.  

• ​Maintain current on assigned commodities to be able to speak to this when required. 

• ​Manage standard cost of assigned commodities annually. 

• ​Manage products that reach obsolescence and effectively transition plans to new replacement items. 

• ​Provide all necessary documentation and backup to management for the executive review. 

• ​Maintain basic understanding of how to buy all commodities. 

• ​Receives all purchase orders and enters vendor invoices. 

• ​Reconciles vendor statements. 

• ​Assists with month-end close.​ 

• Maintains reliable and consistent attendance, including being punctual, dependable, and flexible to potential schedule changes to meet the needs of the department and the organization.  

• Executes each essential duty satisfactorily to perform job successfully. 

• Follows all safety procedures required in work area, wears PPE as needed, attends all safety meetings, and reports safety issues regarding equipment or unsafe/hazardous conditions.  

• Performs effectively as a team member, able to work well with others, open to receiving and giving feedback, and treats everyone with respect.  

• Takes ownership of own work and behavior, accepts accountability for own actions, encourages solutions, and communicates status of work/projects.  

• Follows all department quality standards/criteria. Raises concerns and issues to management.  

• Understands the department’s key performance indicators (KPIs) and contributes to achieving these goals both individually and as a team. 

• Maintains Shipping Schedule. 

• Shipping emails sent to customers. 

• Other duties as needed or required. 

ADDITIONAL RESPONSIBILITIES 

• Must be able to work overtime as needed, remain flexible and open to possible schedule changes in order to meet business needs. 

REQUIRED QUALIFICATIONS  

The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

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• ​Associate or bachelor’s degree in accounting, business, supply chain, or related field and/or 3 to 5 years of related experience, or an equivalent combination of training, education, and experience. 

• ​2 or more years of experience in purchasing, procurement, or accounts payable/general accounting. 

• ​Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.  

• ​Ability to adapt and adjust plans to meet changing needs. 

• ​Ability to multi-task 

• ​Ability to Communicate effectively and positively with vendors and suppliers​ 

PREFERRED QUALIFICATIONS   

• ​​Experience in kitchen manufacturing industry.​ 

• Strong proficiency in ERP systems, accounting software (like SAGE, QuickBooks or NetSuite), and excel. 

PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Sitting, walking, standing, bending at the waist, twisting at the neck and waist, simple grasping, pushing and pulling, reaching above and below the shoulder, carrying/lifting up to 25 lbs.

• Driving a car

• Exposure to excessive noise when/if walking the shop floor.