Description
The Purchasing & Bookkeeping Assistant provides administrative and clerical support to the purchasing and accounting functions of the organization. The position is responsible for assisting with purchasing activities, maintaining accurate purchasing and inventory records, processing invoices and documentation, and providing general bookkeeping and administrative support to ensure the efficient day-to-day operation of the business.
Key Responsibilities
Purchasing & Procurement
- Assist with the purchasing of materials, supplies, equipment, and other goods required for business operations.
- Obtain pricing and availability from suppliers and assist with comparing quotations.
- Prepare and process purchase orders and purchasing documentation.
- Communicate with suppliers regarding orders, pricing, availability, delivery dates, and invoices.
- Monitor outstanding orders and follow up on delayed or incomplete deliveries.
- Receive and verify purchasing documentation, including packing slips, purchase orders, and supplier invoices.
- Maintain organized purchasing records and supplier information.
- Maintain all purchasing records and documentation required by the organization's Quality Management System (QMS), ensuring records are complete, accurate, current, and readily retrievable for review or audit purposes.
- Assist with resolving discrepancies between orders, deliveries, and invoices.
- Maintain appropriate documentation for purchasing activities and approvals.
- Enter and maintain purchasing and inventory information within the organization's inventory management system.
- Assist with monitoring inventory levels and identifying purchasing requirements.
Bookkeeping & Accounting Support
- Assist with accounts payable functions, including receiving, reviewing, coding, and processing supplier invoices.
- Enter invoices, payments, and other financial information into accounting records or software.
- Assist with accounts receivable and customer account administration as required.
- Reconcile invoices and supporting documentation.
- Assist with bank, credit card, and other account reconciliations.
- Prepare and maintain spreadsheets and financial records.
- Assist with expense tracking and reporting.
- Maintain organized accounting files and supporting documentation.
- Assist with month-end and year-end bookkeeping procedures.
- Provide supporting documentation and information to management, accountants, or other financial professionals as required.
Administrative Support
- Provide general administrative and clerical support to management and other departments.
- Maintain electronic and paper filing systems.
- Prepare correspondence, reports, spreadsheets, and other business documents.
- Respond to routine inquiries from suppliers, customers, and employees.
- Maintain accurate records and databases.
- Assist with scheduling, data entry, document preparation, and other administrative duties as required.
- Perform other related duties as assigned.
Qualifications & Skills
- Previous experience in purchasing, bookkeeping, accounting administration, or a related administrative role.
- Experience with or familiarity with ERP, inventory management, or business management software is required.
- Ability to navigate and maintain accurate information within ERP or inventory management systems, including purchasing, inventory, supplier, and related records.
- Strong organizational and record-keeping skills.
- Excellent attention to detail and accuracy.
- Proficiency with Microsoft Office, particularly Excel and Outlook.
- Experience with accounting or bookkeeping software is an asset.
- Strong written and verbal communication skills.
- Ability to prioritize tasks and meet deadlines.
- Ability to work independently while also supporting other members of the organization.
- Professional and courteous communication with suppliers, customers, and colleagues.
- Ability to maintain confidentiality of financial and business information.
- Familiarity with quality management systems and maintaining records for quality or audit purposes is an asset.
Pay: $22.00-$24.00 per hour
Benefits:
- Dental care
- Extended health care
- Vision care
Work Location: In person
