Administrative, Accounting and Purchasing Coordinator

Full-Time | In Person

Groen Automation designs and manufactures specialized automation equipment for commercial processing facilities. We are a growing manufacturing company where employees have an opportunity to understand the entire business rather than being limited to one narrow function.

We are looking for a highly organized and trustworthy person to become an important part of our administrative and manufacturing operations.

The Administrative, Accounting & Purchasing Coordinator will work closely with company ownership and the manufacturing team.

This is a hands-on small-business position combining three important functions:

Administration. Accounting. Manufacturing purchasing.

The right person will help keep our financial records accurate, make sure bills and customer transactions are properly handled, purchase components and materials needed to build our machines, work with suppliers, and help develop better business systems as Groen Automation grows.

Because this position involves access to confidential financial, vendor, employee and customer information, integrity and discretion are essential.

• Enter and properly categorize bills, receipts and business expenses
• Maintain accurate and current bookkeeping records
• Assist with accounts payable and accounts receivable
• Match invoices, purchase orders, packing slips and payments
• Reconcile vendor statements and investigate discrepancies
• Assist with bank and credit-card reconciliation
• Maintain organized electronic financial records
• Prepare information needed by the company’s outside accountant/CPA
• Assist with customer invoicing and payment tracking
• Maintain documentation supporting financial transactions
• Help improve accounting procedures and internal controls
• Coordinate with payroll and other outside financial service providers as necessary

This position will not be expected to independently make tax or complex accounting decisions that should be handled by the company’s CPA.

• Purchase components, raw materials and supplies used to manufacture Groen Automation equipment
• Issue and track purchase orders
• Obtain pricing and quotes from suppliers
• Compare pricing, lead times, shipping costs and supplier performance
• Follow up on open and late purchase orders
• Verify that received materials agree with purchase orders
• Help resolve shortages, damaged shipments and incorrect parts
• Maintain vendor contact and pricing information
• Work with manufacturing personnel to understand what parts are needed and when
• Help establish reorder points and inventory levels
• Identify opportunities for quantity discounts and lower-cost sourcing
• Help prevent production delays caused by missing components
• Assist in maintaining accurate inventory and purchasing records

• Maintain organized company records
• Assist with correspondence and documentation
• Help organize customer, vendor and employee paperwork
• Answer or route telephone calls and emails when appropriate
• Assist ownership with administrative projects
• Help document and improve company procedures
• Learn and use the company’s accounting, CRM, payroll and manufacturing systems

This is a trusted position, but good financial controls protect both the company and the employee.

• Maintain strict confidentiality
• Keep accurate documentation for transactions
• Follow company purchasing and payment authorization procedures
• Avoid conflicts of interest with vendors
• Immediately report suspected errors, duplicate payments or questionable transactions
• Never share passwords or financial credentials
• Understand that certain transactions and changes require owner approval

No single employee should have uncontrolled authority to…