Finance Assistant

Trillium Staffing is now hiring a Procurement & Finance Assistant in Flint MI!

Are you highly organized, detail-oriented, and someone who enjoys keeping things running smoothly? We are seeking a proactive and resourceful Procurement & Finance Assistant to join our Operations and Finance team.

Reporting to the Chief Operating Officer, this position plays an important role in supporting the organization's purchasing, vendor management, and financial administration activities. The successful candidate will coordinate procurement requests, maintain vendor relationships and records, support invoice processing, and help ensure that financial and administrative processes are completed accurately and efficiently.

This is a hands-on, collaborative role for someone who takes initiative, enjoys problem-solving, manages multiple priorities effectively, and takes pride in maintaining accurate records and delivering excellent service to colleagues and vendors.

• -Procurement & Purchasing
  • —Coordinate purchasing activities from receipt of staff requests through order placement and delivery.
  • —Review purchase requests for completeness, required approvals, supporting
    -documentation, and budget availability.
  • —Process orders through approved purchasing platforms and vendors.
  • —Obtain and compare vendor quotes, pricing, and product options to support cost-effective purchasing decisions.
  • —Coordinate with vendors regarding product availability, order status, pricing, and delivery schedules.
  • —Track outstanding purchase requests and keep staff informed of order status.
  • —Ensure purchases comply with organizational policies, approved budgets, and applicable funding requirements.
  • —Maintain accurate procurement records, including purchase requests, approvals, quotations, orders, and delivery documentation.
  • —Monitor office and program supply inventory and coordinate replenishment.
  • —Resolve routine purchasing issues and assist with contract routing, renewals, and year-end purchasing activities.
• -Vendor Management:
  • —Maintain accurate vendor records, including contact information, payment details, W-9 forms, and contracts.
  • —Serve as the primary administrative contact for routine vendor inquiries and communications.
  • —Coordinate with vendors and Finance staff to resolve invoice discrepancies, payment inquiries, and missing documentation.
  • —Monitor contract expiration and renewal dates and notify appropriate staff of upcoming requirements.
  • —Assist the Finance team with maintaining vendor tax documentation and preparing information for year-end 1099 reporting.
• -Finance & Accounting Support:
  • —Collect, review, and organize invoices and supporting documentation for processing and approval.
  • —Support accounts payable activities by tracking invoices, monitoring approvals, and following up on outstanding items.
  • —Assist with accounts receivable administration, including maintaining billing records and tracking outstanding invoices.
  • —Support credit card reconciliation by collecting receipts and following up on missing transaction documentation.
  • —Perform routine financial data entry and maintain accurate financial records.
  • —Assist with identifying and resolving discrepancies in invoices, receipts, and financial transactions.
  • —Organize financial documentation to support internal reporting, reviews, and annual audits.
• -Administrative & Operational Support:
  • —Provide administrative support to the Operations and Finance team, including correspondence, document preparation, filing, and recordkeeping.
  • —Maintain tracking systems and schedules for recurring procurement and finance activities.
  • —Coordinate with staff across departments to ensure timely submission of purchasing and financial documentation.
  • —Assist with maintaining and improving…