Purchasing & Accounting Coordinator

JOB SUMMARY The Purchasing and Accounting Coordinator will be responsible for overseeing, coordinating, reporting, and performing purchasing activities accounts payable operations, and vendor relations. This position serves as the primary point of contact for external vendors and internal staff regarding Accounts Payable accounting inquiries, invoice processing, payment timing, and payment discrepancies. You will be responsible for determining funding source, tracking, analyzing trends, negotiating vendor agreements, and ensuring that purchasing and AP activities are in line with clinic policies and procedures and on the appropriate funding source and dimension/coding rules. You will be responsible for overseeing the recording of purchase invoices into the general ledger, managing vendor master files, performing routine month end journal entries, and account reconciliations. This position is also responsible for processing payroll and physician withdrawls and payments. RESPONSIBILITIES Serve as the primary liaison for all vendor relations between accounting and managers and sales representatives, maintaining positive partnerships and handling day-to-day vendor inquiries regarding invoice status, payment schedules, payment terms, and discount details. Manage full-cycle Accounts Payable processing, including invoice coding, matching purchase orders to packing slips/invoices, obtaining approvals, and scheduling payments. Verify invoice due dates, early payment discount terms, and payment options to maximize clinic savings and maintain favorable credit terms. Review vendor statements regularly to resolve outstanding balances, unapplied credits, or billing discrepancies. Maintain and update the vendor master file (including W-9 collection and setup) and manage annual 1099 reporting and compliance. Manage employee credit card applications, expense reporting, card distribution, and monthly charge reconciliations. Responsible for maintaining an adequate inventory system, including establishing par levels per location, the introduction of new products, and weekly oversight of purchase orders. Responsible for oversight and maintenance of inventory management system. Maintain efficient vendor relationships for clinic supplies. Review product pricing for cost-effectiveness and assist in price negotiations and coordinate bids from vendors Coordinate all invoicing and payments with the (system) Maintain the vendor master Compile comprehensive new vendor validation packets, including review ratings, BBB standing, and payment term evaluation, to present to the Finance Director for approval prior to vendor onboarding, while coordinating all process communications with the requesting department manager. Collect data, prepare reports, answer correspondence, and compile statistics for administrative and regulatory purposes. Manage employee credit card applications and charges Prepares and processes payroll and associated information. Collates and verifies data and inputs in to the payroll system. Updates payroll records and processes routine changes to employee records as needed. Performs basic reconciliation and auditing processes during each pay cycle. Responds to pay-related inquires from staff. Researches and resolved errors or omissions. May prepare and submit reports and forms required by the IRS or other regulatory bodies. Follows all processing procedures, adheres to policies, and maintains confidentiality. Ensures compliance with state and federal payroll rules and regulations for tax and payroll JOB REQUIREMENTS EDUCATION: Minimum Associate degree in Accounting, Business, Finance or related field. Two (2) years of accounting or accounts payable experience may be considered in lieu of the degree in addition to the experience below EDUCATION: Preferred Bachelor's Degree in Accounting, Business, Finance or related field WORK EXPERIENCE: Minimum Three (3) years of progressively responsible accounting experience WORK EXPERIENCE: Preferred Th…

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