Billing & Purchase Order Specialist / Assistant Controller

Billing & Purchase Order Specialist / Assistant Controller
Howell, NJ
75 – 100k

Hours: Full-time, 9 AM to 5 PM or 9 AM to 3:30 PM (with 1.5 hours of work from home after 3:30 PM)

Company Overview:

We are a growing company focused on delivering exceptional financial and procurement services. We pride ourselves on efficiency, attention to detail, and fostering a supportive work environment. Our team values hard work, proactive problem-solving, and collaboration.

Position Overview:

We are seeking a motivated and detail-driven Billing & Purchase Order Specialist (or Assistant Controller for more experienced candidates) to manage our financial operations and purchasing processes. You’ll be responsible for overseeing Purchase Orders (POs), ensuring financial accuracy, and working with suppliers, both locally and internationally. This is a great opportunity for someone with a strong accounting background and experience in inventory management in industries like retail, eCommerce, warehousing, or wholesale. This role also offers growth potential for candidates looking to move into a Controller position.

The Ideal Candidate:

You are highly organized, have a strong foundation in accounting, and are well-versed in QuickBooks. You’re comfortable handling POs, inventory management, and high-volume transactions with precision. You’re a proactive problem solver, skilled at managing supplier negotiations, and able to collaborate effectively with cross-functional teams. You handle stress well and thrive in a fast-paced, dynamic environment, with the potential to take on more responsibility as you grow into the role.

Key Responsibilities:

PO & Purchasing Management:

Manage and oversee Purchase Orders (POs), ensuring accurate pricing, quantities, and terms.
Work closely with suppliers (including international partners) to negotiate favorable terms and ensure timely payment processing.
Maintain detailed purchasing records and ensure seamless transaction processing.
Accounting & Reconciliation:

Oversee financial reconciliations, ensuring all transactions align with company records and are properly reflected in QuickBooks.
Assist with month-end and year-end closing processes and prepare financial reports for management review.
Reconcile accounts and manage the general ledger for financial accuracy.
Invoicing & Accounts Payable/Receivable (AP/AR):

Handle invoicing and ensure timely client payments.
Manage AP/AR processes, ensuring transaction efficiency and accuracy.
Inventory & Logistics:

Collaborate with the inventory team to maintain accurate records in QuickBooks.
Track shipping containers, verify shipping documents (e.g., Bills of Lading, Letters of Credit), and ensure accurate inventory tracking.
Supplier & Contract Management:

Negotiate terms with suppliers and manage contracts to benefit the company.
Troubleshoot any discrepancies related to payments, shipments, or inventory.
Team Collaboration:

Work closely with procurement, logistics, and finance teams to ensure smooth coordination of financial and operational activities.
Provide financial insights and recommendations to senior management.
Qualifications:

Experience:

1-3 years in accounting, financial management, and Purchase Order (PO) management, preferably in industries like eCommerce, retail, or warehousing.
Skills:

Strong accounting background, including expertise in general ledger management, financial reconciliation, and invoicing.
Proficiency in QuickBooks is essential; experience with inventory management systems is preferred.
Must-Haves:

Supervisory experience, strong organizational skills, negotiation abilities, and precision in handling high-volume transactions.
A proactive attitude and the potential for growth into a Controller role.
Candidate Assessment Questions:

PO & Supplier Management:
Can you describe your experience managing Purchase Orders? How have you ensured pricing and terms are accurate when negotiating with suppliers, especially international ones?

Financial Reconciliation:
How do you approach financial reconciliations to ensure that transactions align with company records? Can you provide an example of how you resolved discrepancies in the past?

Inventory & Logistics Coordination:
What systems have you used to track inventory and shipping documents? How do you ensure that inventory records are accurate and up-to-date?

Invoicing & AP/AR:
How do you ensure timely invoicing and manage accounts payable/receivable efficiently? Can you provide an example of how you optimized these processes?

Team Collaboration & Problem Solving:
Tell us about a time when you collaborated with cross-functional teams to resolve an operational or financial issue. How did you approach the situation, and what was the outcome?

This version maintains a clear structure and a professional yet engaging tone, with targeted candidate assessment questions to identify the right fit. Let me know if you need any further adjustments!

Email Resume: Joel@maiplacement.com