Financial Transaction Coordinator

Job Title: Procurement and Invoicing Associate (US Clients)

Experience: 2+ years

Role Overview:

The Procurement and Invoicing Specialist will play a key role in managing the procurement lifecycle, including sourcing, purchasing, and invoicing, with a specific focus on ensuring smooth financial operations. You will be responsible for creating purchase orders, tracking expenses, and ensuring accurate invoicing using QuickBooks while maintaining financial records and reports. This role requires expertise in accounting practices, strong familiarity with QuickBooks, and excellent attention to detail.

Key Responsibilities:

Procurement Management:

• Oversee the procurement process, including sourcing vendors, negotiating contracts, and ensuring cost-effective purchasing decisions for US clients.
• Process purchase orders, track deliveries, and ensure timely receipt of goods and services.
• Maintain a detailed record of all procurement activities and manage the company's supplier database.
• Collaborate with internal departments to forecast procurement needs and manage the approval process.

Invoicing and Financial Operations:

• Utilize QuickBooks to create and manage client invoices, ensuring they are accurate and aligned with purchase orders and contracts.
• Record, track, and reconcile invoices in QuickBooks, ensuring payments are processed in a timely manner.
• Monitor the status of invoices and follow up with clients for overdue payments.
• Handle billing discrepancies and resolve any invoicing issues efficiently.

Accounting and Financial Reporting:

• Work closely with the finance team to ensure accurate financial records and reconciliation of procurement-related expenses.
• Maintain accurate accounting records in QuickBooks, ensuring all financial transactions related to procurement and invoicing are accurately documented.
• Prepare regular reports on procurement activities, expenses, and invoice aging for management review.
• Assist in the preparation of financial statements and budgets, ensuring alignment with procurement and invoicing data.

Vendor and Client Communication:

• Act as the point of contact for vendors, ensuring smooth procurement transactions and resolving any supplier issues.
• Communicate with clients regarding billing and invoicing concerns, offering prompt resolution and maintaining positive relationships.
• Coordinate with internal teams to ensure timely and accurate payment processing.

Required Skills and Qualifications:

• Education: Bachelor's degree in Accounting, Finance, Business Administration, or a related field.
• Experience: 2+ years of experience in procurement, invoicing, or accounting, with a focus on working with US clients.
• Technical Skills:
• Proficiency in QuickBooks for invoicing and financial record-keeping.
• Strong knowledge of accounting principles and financial reporting.
• Advanced skills in Microsoft Excel (e.g., pivot tables, VLOOKUP).
• Accounting Knowledge: Experience with financial transaction recording, account reconciliation, and expense tracking in a corporate environment.
• Attention to Detail: Ability to maintain accurate financial records and resolve discrepancies.
• Communication Skills: Strong written and verbal communication skills to liaise with vendors, clients, and internal stakeholders.

Preferred Skills and Qualifications:

• Experience in US-based accounting practices and familiarity with US tax regulations.
• Prior experience with QuickBooks Online or similar accounting software (e.g., Xero, FreshBooks).
• Ability to prepare and analyze financial statements, budgets, and reports.
• Familiarity with procurement management tools and software.