Procurement and Invoicing Associate(US Clients)

Job Title:

Experience:

Role Overview:

Procurement and Invoicing Specialist

Key Responsibilities:

Procurement Management:

• Oversee the procurement process, including sourcing vendors, negotiating contracts, and ensuring cost-effective purchasing decisions for US clients.
• Process purchase orders, track deliveries, and ensure timely receipt of goods and services.
• Maintain a detailed record of all procurement activities and manage the company’s supplier database.
• Collaborate with internal departments to forecast procurement needs and manage the approval process.

Invoicing and Financial Operations:

• Utilize

  QuickBooks

  to create and manage client invoices, ensuring they are accurate and aligned with purchase orders and contracts.
• Record, track, and reconcile invoices in QuickBooks, ensuring payments are processed in a timely manner.
• Monitor the status of invoices and follow up with clients for overdue payments.
• Handle billing discrepancies and resolve any invoicing issues efficiently.

Accounting and Financial Reporting:

• Work closely with the finance team to ensure accurate financial records and reconciliation of procurement-related expenses.
• Maintain accurate accounting records in

  QuickBooks

  , ensuring all financial transactions related to procurement and invoicing are accurately documented.
• Prepare regular reports on procurement activities, expenses, and invoice aging for management review.
• Assist in the preparation of financial statements and budgets, ensuring alignment with procurement and invoicing data.

Vendor and Client Communication:

• Act as the point of contact for vendors, ensuring smooth procurement transactions and resolving any supplier issues.
• Communicate with clients regarding billing and invoicing concerns, offering prompt resolution and maintaining positive relationships.
• Coordinate with internal teams to ensure timely and accurate payment processing.

Required Qualifications:

• Education:

  Bachelor's degree in Accounting, Finance, Business Administration, or a related field.

• Experience:

  2+ years of experience in procurement, invoicing, or accounting, with a focus on working with US clients.

• Technical Skills:

• Proficiency in

  QuickBooks

  for invoicing and financial record-keeping.
• Strong knowledge of accounting principles and financial reporting.
• Advanced skills in

  Microsoft Excel

  (e.g., pivot tables, VLOOKUP).

• Accounting Knowledge:

  Experience with financial transaction recording, account reconciliation, and expense tracking in a corporate environment.

• Attention to Detail:

  Ability to maintain accurate financial records and resolve discrepancies.

• Communication Skills:

  Strong written and verbal communication skills to liaise with vendors, clients, and internal stakeholders.

Preferred Qualifications:

• Experience in

  US-based accounting practices

  and familiarity with

  US tax regulations

  .
• Prior experience with

  QuickBooks Online

  or similar accounting software (e.g., Xero, FreshBooks).
• Ability to prepare and analyze financial statements, budgets, and reports.
• Familiarity with procurement management tools and software.