Accounts Payable/Administrative Coordinator

We are seeking a dynamic and detail-oriented individual to fill the role of Accounts Payable and Administrative Coordinator. This position combines responsibilities in both accounts payable and administrative support, requiring strong organizational skills, attention to detail, and the ability to multitask effectively. The successful candidate will play a crucial role in ensuring the smooth operation of our financial processes and administrative functions.

Accounts Payable:

1. Process vendor invoices accurately and timely, ensuring proper coding and approval.
2. Reconcile vendor statements and resolve discrepancies in a timely manner.
3. Process customer invoices(chargebacks) accurately and timely, ensuring proper coding and approval.
   • Facilitating communication between customers and regional managers supporting the approval process
   • Reviewing and reconciling statements to ensure our account is current
4. Assist with month-end closing activities related to accounts payable.
5. Maintain accurate and up-to-date records of accounts payable transactions.
6. Communicate with vendors to address inquiries and resolve payment issues.

Administrative Support:

1. Provide general administrative support to various departments as needed.
   • Commercial/Customer service department
     • Trained as a back up for processing and following up of orders during extended absences
     • Responsible for updating the system with pricing from price lists
   • Marketing
     • Process sample orders
     • Organize inter office reception of samples
     • Process shipments of P.O.S orders to regional directors and customers
2. Manage office supplies inventory and place orders as necessary.
3. Coordinate travel arrangements and accommodations for staff members.
4. Assist with scheduling meetings and appointments, and manage calendars.
5. Handle incoming calls, emails, and correspondence, directing them to the appropriate parties.
6. Assist in the preparation of reports, presentations, and documents as required.
7. Maintain organized electronic and physical filing systems.
8. Maintain and update data across multiple company systems

Additional responsibilities which are not listed here or which do not yet exist within our company will be welcomed as new opportunities to learn and contribute.