Accounts Payable & Purchasing Coordinator

Job Description

Job Description

Summary: 

The Accounts Payable & Purchasing Coordinator is responsible for ensuring the efficient and accurate processing of accounts payable transactions while overseeing purchasing, inventory management, and supply distribution for the organization. This position manages vendor relationships, processes invoices and payments, orders office and operational supplies, maintains appropriate inventory levels, and oversees the organization and distribution of supplies from the central supply room.

The role works collaboratively with departments across the organization to ensure timely procurement of goods and services while maintaining compliance with organizational policies, budget guidelines, and internal controls. Accuracy, strong organizational skills, excellent customer service, and attention to detail are essential to supporting the daily operational needs of Bridgeway Academy & Therapy Center.

Job Requirements: 

• Supports Bridgeway's mission by providing accurate, timely, and customer-focused financial and purchasing services.
• Provides responsive service to employees, vendors, and departments while demonstrating professionalism and integrity.
• Process vendor invoices accurately and timely, ensuring appropriate coding, approvals, and supporting documentation.
• Match invoices with purchase orders, receipts, and other required documentation.
• Prepare and process check runs, ACH payments, wire transfers, and other approved payment methods.
• Reconcile vendor statements and resolve discrepancies, outstanding balances, and payment issues.
• Monitor accounts payable aging to ensure invoices are paid within established payment terms.
• Process employee reimbursements in accordance with organizational policies.
• Maintain complete and accurate vendor records, including W-9s, payment information, and tax documentation.
• Maintain organized electronic and physical accounts payable files in accordance with record retention requirements.
• Maintain appropriate inventory levels to support organizational operations.
• Oversee the organization, stocking, and distribution of supplies from the central supply room.
• Monitor inventory usage and recommend cost-effective purchasing strategies.
• Support month-end and year-end closing activities, including reconciliations and accruals.
• Assist with annual audits by preparing documentation and supporting schedules.
• Ensure expenditures comply with organizational budgets, grant requirements, donor restrictions, and internal controls, when applicable.

Minimum Qualifications & Experience: 

• High school diploma or equivalent required; Associate's degree in Accounting, Business Administration, Finance, or a related field preferred.
• Minimum of 2-3 years of experience in accounts payable, purchasing, accounting, inventory management, or a related administrative role.
• Experience processing invoices, reconciling vendor accounts, and maintaining accurate financial records.
• Experience ordering, receiving, and maintaining office and operational supplies.
• Proficiency with accounting and purchasing software, Microsoft Office Suite (especially Excel), and Google Workspace.
• Strong mathematical aptitude with exceptional attention to detail and accuracy.
• Excellent organizational, time management, and multitasking skills with the ability to prioritize competing deadlines.

Preferred Qualifications:

• Experience in a nonprofit, education, healthcare, or human services environment.
• Experience with inventory management, purchasing systems, or procurement processes.
• Knowledge of internal controls, budgeting, and accounts payable best practices.
• Experience with ERP or accounting software (such as Sage, QuickBooks, Microsoft Dynamics, or similar systems).

Bridgeway Academy & Therapy Center is an Equal Opportunity Employer. We
celebrate diversity and are committed to creating an inclusive environment for
all employees. Employment decisions are made without regard to race, color,
religion, sex (including pregnancy, sexual orientation, and gender identity),
national origin, age, disability, genetic information, veteran status, or any
other protected status under applicable federal, state, or local law.