Procurement & Accounts Coordinator

Hot & Cold Supply • Chesapeake, VA • 1d ago

Department: Operations / Accounting

Reports To: VP of Accounting

Employment Type: Full-Time

Position Summary

The Procurement & Accounts Coordinator plays a key role in supporting the purchasing, vendor management, and financial operations of the company. This position bridges the gap between procurement and accounting functions-managing purchase orders, maintaining vendor accounts, tracking purchasing activity, and providing backup support for Accounts Payable and Accounts Receivable. The ideal candidate is highly organized, detail-oriented, and comfortable working with data, vendors, and internal departments to ensure efficient, accurate, and compliant procurement operations.

Key Responsibilities Purchasing & Procurement

Review purchase requisitions and convert them into approved purchase orders (POs) in accordance with company policy.

Track and monitor PO status from order creation through delivery and payment.

Maintain purchasing logs and spreadsheets with accurate, up-to-date data on order status, delivery, and cost.

Collaborate with warehouse and receiving personnel to verify delivery accuracy and quality compliance.

Procurement Analytics

Collect, organize, and analyze purchasing data to identify trends, cost savings, and supplier performance metrics.

Support the development of standardized procurement reports and dashboards.

Assist leadership with budget planning and spend analysis to improve purchasing efficiency.

Vendor Account Management

Assist with the onboarding and setup of new vendor accounts in the accounting system.

Conduct periodic reviews of vendor information to ensure data accuracy and compliance with internal controls.

Maintain open communication with suppliers regarding order status, invoices, and payment schedules.

Accounts Payable & Receivable Support

Provide backup support for Accounts Payable (AP), including invoice entry, approval routing, and payment scheduling.

Support Accounts Receivable (AR) functions as needed, such as billing, collections follow-up, and payment posting.

Assist in reconciling vendor and customer accounts as part of the month-end close process.

Continuous Improvement

Recommend and implement process improvements in procurement and financial workflows.

Ensure compliance with company policies, purchasing standards, and internal control procedures.

Contribute to a culture of accuracy, accountability, and operational excellence.

Required Skills & Qualifications

Education: Associate's or Bachelor's degree in Business Administration, Accounting, Supply Chain Management, or related field preferred.

Experience: 2 years of experience in purchasing, procurement, or accounting (AP/AR) roles, preferred

Technical Skills:

Proficiency in Microsoft Excel and accounting software (QuickBooks, Sage, or equivalent).

Core Competencies:

Strong organizational skills and attention to detail.

Excellent written and verbal communication.

Ability to prioritize multiple tasks and meet deadlines.

Analytical mindset with ability to interpret purchasing and financial data.

Strong interpersonal skills for vendor and internal team communication.

Work Environment

Office-based position with regular interaction across departments (Purchasing, Accounting, Warehouse, and Sales).

Standard business hours, Monday - Friday, 8 AM - 5 PM

Compensation & Benefits

Competitive salary based on experience

Health, dental, and vision insurance

401(k) with employer match

Paid time off and holidays

Career growth opportunities within a growing organization

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