Expense & Purchasing Coordinator

Job Description

Job Description

Summary of Position: 

The Expense & Purchasing Coordinator is responsible for overseeing the church’s expense cycle, from the initial purchase request through approval, payment, documentation, and submission to accountants. This role ensures that  all expenses are authorized, coded correctly, paid on time, and supported by the complete documentation. This role is focused on ensuring a consistent central support for the oversight of purchasing, vendor management, and accounts payable for Faith Family Church. 

Areas of Responsibility

1. Purchasing and Purchase Orders
2. Accounts Payable 
3. Receipts and Staff Expenses 
4. Expense Cards and Purchasing Controls 
5. Vendor Administration 
6. Records and Reporting Support 
7. Bookkeeping Coordination 

Duties and Responsibilities

1. Purchasing and Purchase Orders 

• Receive and review requests from ministries and departments.

• Confirm that each request includes the correct account, ministry, budget information, and required approval.
• Create and track purchase orders.
• Place approved orders or coordinate purchases with staff in a timely manner.
• Research pricing and obtain quotes when required.
• Track open orders, backorders, deliveries, and incomplete purchases.
• Match deliveries and invoices to the original purchase order.

2. Accounts Payable 

• Receive invoices through mail, email, and vendor portals.
• Verify invoices for accuracy, duplication, authorization, and proper coding.
• Match invoices to purchase orders and proof of delivery.
• Enter bills into the accounting or bill-payment system.
• Prepare weekly payment batches for approval.
• Process approved checks, ACH payments, and online vendor payments.
• Monitor due dates and prevent avoidable late fees.
• Resolve vendor billing discrepancies and outstanding balances.

3. Receipts and Staff Expenses 

• Collect receipts and supporting documentation from staff.
• Match receipts to church credit-card transactions.
• Follow up on missing receipts, unclear business purposes, and incorrect coding.
• Review reimbursement requests for completeness and policy compliance.
• Enter approved reimbursements for payment.
• Prepare reports identifying overdue receipts or unresolved transactions.

4. Expense Cards and Purchasing Controls  

• Maintain the list of authorized cardholders and signed cardholder agreements.
• Assist with issuing, replacing, or closing cards after approval.
• Monitor approved uses and card limits.
• Review transactions for missing documentation or potential policy exceptions.
• Report unusual, unsupported, or out-of-policy expenses to the Operations Pastor.

5. Vendor Administration 

• Set up new vendors after approval.
• Collect W-9 forms and other required vendor documentation.
• Maintain accurate vendor contact and payment information.
• Support annual contractor and 1099 preparation with accountants.
• Review inactive, duplicate, or outdated vendor records.
• Coordinate contracts or certificates of insurance when applicable.

6. Records and Reporting Support  

• Maintain organized digital and physical expense records.
• Produce reports on unpaid bills, open purchase orders, missing receipts, and departmental spending.
• Assist ministry leaders with expense and budget-availability questions.
• Provide supporting documents for monthly close, audits, and financial reviews.
• Identify recurring process problems and recommend improvements.

7. Bookkeeping Coordination 

• Submit invoices, receipts, payment records, and supporting documentation to accountants.
• Respond to questions concerning vendors, coding, missing receipts, or unusual expenses.
• Review outstanding-payables reports and resolve discrepancies.
• Provide documentation needed for monthly close and financial reporting.
• Ensure that internal expense records agree with information maintained by accountants.
• Escalate unresolved accounting or budget questions to the Operations Pastor.
• Complete any additional financial tasks as assigned.