Position Summary
Under the general direction of the Purchaser, while demonstrating a commitment to quality, efficiency, cost control, and operational excellence, the Purchasing & Accounting Assistant provides administrative and transactional support to the Purchasing and Accounting functions. The position is responsible for the accurate and timely processing of purchase orders, supplier documentation, invoices, payments, and related records; monitoring purchase orders, deliveries, and back orders; maintaining accurate ERP information; and supporting inventory and financial record keeping. The position works closely with suppliers, Purchasing, Accounting, Production, Sales, Transportation, and management to ensure the timely flow of materials, accurate financial transactions, and effective communication, while maintaining organized records and supporting continuous improvement of processes and methods. Performs other related duties as assigned.
Duties and Responsibilities
· Create purchase orders from approved internal purchase and requisitions daily.
· Review purchase requisitions for accuracy, completeness, pricing, quantities, and required delivery dates.
· Issue purchase orders to supplies and follow up to confirm receipt and acknowledgment within 24 hours.
· Maintain and updated purchase order information and status within the ERP system (e.g. JobBoss).
· Revise purchase orders as required to reflect changes in quantities, pricing, specification, or delivery dates.
· Monitor purchase orders and close completed orders in the ERP system.
· Track shipment status and follow up with supplies regarding outstanding deliveries.
· Maintain accurate expected arrival dates and update the ERP system and delivery information changes.
· Monitor and follow up on back orders and past-due purchase order line items to support timely delivery.
· Conduct audits of inventory cycle counts and investigate discrepancies as required.
· Maintain and organize Mill Test Reports (MTRs) and other required documentation in accordance with purchase orders.
· Obtain and coordinate specialty freight quotes and sourcing options to support cost-effective and timely shipments.
· Support tariff compliance by preparing and pricing detailed part information reports to customers as required.
· Print and save daily invoices for both our Winnipeg and Jamestown locations.
· Match and attach packing slips to corresponding invoices.
· Review, segregate, and distribute invoices requiring management approval.
· Process and post subcontractor, VMI, and other miscellaneous invoices.
· Prepare and pull invoices for weekly payment processing each week.
· Print vendor payment notification emails and supporting documentation
· Attach paid invoices to corresponding vendor payments notifications.
· File paid invoices in the appropriate vendor folders for record-keeping and easy retrieval.
· Prepare and mail vendor cheques as required.
· Check and distribute incoming mail daily.
· Asist with the preparation and reconciliation of monthly corporate credit card expense reports.
Working Relationships
· Participates with production team to address and resolve problems and ensures continuous ongoing improvement of processes and methods to improve quality and productivity while reducing costs
· Works with transportation consultants to establish reliable, cost-effective freight programs
· Frequently meets with sales representatives and develops good business relationships with suppliers
· Maintains and develops respectful business relationships with suppliers
· Maintains good communication, and interaction with senior management and the production team
· Attend production meetings
Environmental Conditions
· Typical fabrication environment; foot, eye and ear protection required on the shop floor, ‘business casual’ in the offices
Qualifications
· 1-2 years of experience in a clerical or administrative position
· 1-2 years of experience in a basic accounting or booking role
· Strong numerical aptitude with a solid understanding of basic mathematical concepts
· ERP software (JobBoss)
· Microsoft Programs (Excel, Outlook, and Word)
· Basic inventory management
· Data entry accuracy
· Experience working in vendor portals
Other Attributes
· Team player with excellent communication skills
· Excellent collaboration skills
· Demonstrated leadership ability
· Demonstrated organizational, financial, administrative and planning skills
Benefits:
- Company events
- Dental care
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- Profit sharing
- RRSP match
- Vision care
Work Location: In person
