A large entertainment venue seeks a Purchasing-Accounts Payable Administrator to join their dynamic team on a temporary basis.

Responsibilities:

Purchase Orders / Notice to Proceed (NTP) Processing:

Note: Position will enter purchases into Sage-100 or Beanworks depending on vendor agreements.

• 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 administration & compliance:

• 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 support:

• 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.

Reporting Support:

• 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 Duties

Note: Clear documentation and diligent follow up is necessary to assure vendors on campus have current insurance before a Purchase order is sent and on-site presence occurs.

• 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

Update and maintain COI

Qualifications:

· High school equivalent, college degree preferred.

· One-two years of purchasing, accounts payable and administrative office experience.

Softwares (preferred):

· Microsoft Word

· Excel

· MAS 90 / Sage 100

· Sage AP Automation/Beanworks

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