Purchasing & Accounts Payable Coordinator

Purchasing & Accounts Payable CoordinatorThe Purchasing & Accounts Payable Coordinator plays a dual role supporting both the Outsource team and the broader procurement function at Gold Bond Inc. On the AP side, this individual is responsible for receiving vendor purchase orders and posting bills related to drop ship purchases processed by the Outsource team. On the purchasing side, this role is responsible for creating purchase orders and actively managing the PO lifecycle for domestic supply purchases and international raw material sourcing. This position works closely with members of the Outsource team, the Finance team, and the staff accountant to ensure accurate, timely, and well-documented procurement and payables activity. Key Responsibilities Accounts Payable Outsource BillingReceive and review vendor purchase orders associated with drop ship transactions processed by the Outsource team. Match incoming vendor bills to corresponding purchase orders and verify accuracy prior to posting. Post vendor bills in NetSuite in a timely manner, ensuring proper coding to the correct accounts, departments, and cost centers. Investigate and resolve billing discrepancies, short shipments, or pricing variances in coordination with the Outsource team. Collaborate daily with the Outsource team members to ensure billing workflows are current and accurate. Purchasing & Purchase Order ManagementCreate purchase orders in NetSuite for domestic supplies and international raw materials in accordance with approved requisitions and reorder needs. Manage the full PO lifecycle from creation through receipt and closure, including tracking open POs, expediting late shipments, and following up with vendors on delivery status. Communicate proactively with domestic and international vendors to confirm order acknowledgments, lead times, pricing, and shipment details. Coordinate with Accountanting to reconcile purchasing activity and ensure proper recording of goods received. Work with AP to align on vendor payment terms, vendor setup, and accounts payable priorities related to purchasing activity. Assist in maintaining accurate vendor records, item costs, and lead time data within NetSuite. General & AdministrativeMaintain organized documentation for all purchase orders, vendor correspondence, and bill postings. Support month-end close activities by ensuring all POs and bills are processed and accurately reflected in the system. Identify opportunities to improve purchasing and AP workflows, and assist in implementing process improvements. Perform other duties as assigned by the CFO. Required2+ years of experience in accounts payable, purchasing, procurement, or a combined AP/purchasing role. Demonstrated experience creating and managing purchase orders. Proficiency with ERP systems; NetSuite experience strongly preferred. Strong attention to detail with a high degree of accuracy in data entry and financial recordkeeping. Ability to communicate professionally with domestic and international vendors. Strong organizational skills with the ability to manage multiple open POs and vendor relationships simultaneously. Competency in Microsoft Office, particularly Excel. PreferredExperience in manufacturing, promotional products, or distribution environments. Familiarity with drop ship order fulfillment and vendor billing workflows. Experience purchasing international raw materials and navigating import/customs documentation. Associate's or Bachelor's degree in Accounting, Business, Supply Chain, or related field.