Bookkeeper​/Purchasing Administrator

The Bookkeeper / Purchasing Administrator plays a critical role in maintaining the company’s day-to-day financial records and purchasing operations. The immediate priorities of this position are accurate bookkeeping in Quick Books Online, accounts payable, transaction documentation, purchasing, receiving, payroll administration, and project-based cost tracking in support of a defense-adjacent technology business. This role is execution-focused and detail-oriented, ensuring that financial and purchasing records are complete, timely, organized, and ready for review by company leadership and external accounting professionals.

• Associate’s or bachelor’s degree in accounting, business administration, finance, or a related field preferred; equivalent hands‑on bookkeeping experience will be considered.
• Minimum of 5 years’ hands‑on bookkeeping or accounting operations experience, including regular use of Quick Books Online.
• Demonstrated experience with accounts payable, transaction categorization, bank and credit card reconciliations, purchasing, and supporting documentation.
• Experience with project-based, job-cost, manufacturing, R&D, or government‑contract accounting is strongly preferred.
• Strong organizational skills, attention to detail, sound judgment, and the ability to work independently in a small, fast‑moving organization handling sensitive information.

• Maintain accurate and timely day-to-day bookkeeping records in Quick Books Online.
• Enter and code vendor bills and categorize bank and credit card transactions by general ledger account and project, as applicable.
• Reconcile bank accounts, credit card accounts, accounts payable, and vendor records; match receipts, invoices, and other supporting documentation to transactions.

• Coordinate routine purchasing of office, production, and R&D materials in accordance with established approval processes.
• Prepare and track purchase orders, vendor confirmations, deliveries, receiving records, and outstanding invoices.
• Maintain vendor profiles, W-9s, payment terms, purchasing records, and related documentation.

• Prepare payroll inputs and coordinate routine matters with external payroll service providers.
• Support month‑end and year‑end close activities, including project cost review, accounts payable reconciliation, and documentation for WIP, inventory, and other adjusting entries.
• Prepare project‑level cost reports and provide organized records to company leadership, the external accountant, and other authorized reviewers.

• Support employee onboarding and offboarding checklists, personnel records, training documentation, and routine policy administration.
• Maintain operational trackers, logs, and documentation needed for continuity and management review.
• Assist with documenting and improving repeatable bookkeeping, purchasing, receiving, payroll, and administrative processes.

• Maintain organized financial and purchasing records in support of audits, assessments, and government‑contract accounting requirements.
• Support consistent identification of direct costs, indirect costs, potentially unallowable costs, and project‑specific transactions; elevate uncertain classifications for review.
• Protect confidential financial, payroll, employee, vendor, customer, and contract information.
• Serve as the primary administrative interface with vendors, the external accountant or bookkeeper, payroll providers, and other non-technical service providers.
• Track vendor issues, contracts, renewals, payment documentation, and service deliverables; promptly elevate exceptions or discrepancies.