Accounting and Purchasing Specialist chez ProTech Security LLC

Description

Position Summary

The Accounting and Purchasing Specialist is responsible for overseeing the financial integrity and operational efficiency of purchasing and inventory management functions. This position plays a key role in maintaining accurate accounting records, optimizing procurement processes, and supporting cost control initiatives across the organization. The ideal candidate will demonstrate a strong understanding of accounting principles, purchasing procedures, and inventory best practices while upholding the company’s standards for accuracy, compliance, and fiscal responsibility.

This position must be committed to our values:

· Work as a Team

· Deliver Results

· Show Respect

· Be Accountable

· Keep Customers First

Key Responsibilities

Accounting and Financial Management

• Reconcile purchasing and inventory transactions within the accounting system to maintain accurate general ledger balances.
• Monitor and analyze cost of goods sold (COGS), reporting variances and assisting in corrective actions as needed.
• Manage uninvoiced inventory receipts and open purchase orders.
• Support month-end and year-end closing activities
• Prepare and maintain financial and system records related to vendors and inventory.
• Collaborate with management to ensure adherence to budgetary guidelines and cost-control objectives.

Purchasing Management

• Establish and maintain strong, professional relationships with vendors and suppliers to ensure competitive pricing, quality, and reliability.
• Negotiate pricing, payment terms, and conditions for contracts and special projects.
• Identify, evaluate, and onboard new vendors to meet organizational and departmental needs.
• Determine best approach for fulfilling job orders – purchase or use existing inventory.
• Create, issue, and monitor purchase orders (POs) to ensure timely fulfillment and accuracy.
• Proactively resolve pricing, shipping, and invoicing discrepancies through effective communication and negotiation.
• Oversee purchasing programs for state and federal government contracts (e.g., STS and GSA).
• Communicate purchase order status updates and changes to internal stakeholders in a timely and accurate manner.
• Support the execution of over-the-counter or box sales as needed.

Inventory and Warehouse Coordination

• Collaborate with the inventory and warehouse teams to ensure accurate receipt, storage, and issuance of materials.
• Maintain the integrity of the parts master file, including new part setup, standard cost adjustments, and part inactivation.
• Manage cycle counts, reconciliations, and physical inventory processes to ensure data accuracy.
• Identify slow moving and excess and obsolete inventory and work with other departments to liquidate that inventory.
• Serve as a back-up for the Warehouse Specialist during absences or high-volume periods, performing receiving, shipping, and materials issuance duties.

Process Improvement and Compliance

• Partner with management to identify and implement process improvements that enhance efficiency and accuracy across      accounting, purchasing, and inventory operations.
• Evaluate vendor performance and risk to maintain compliance with company policies and contractual obligations.
• Ensure internal controls are effectively applied to all purchasing and inventory-related financial transactions.
• Support the development and documentation of standard operating procedures for accounting and procurement functions.

Requirements

• Bachelor’s degree in Accounting, Finance, Business Administration, or a related field preferred.
• Minimum of 3–5 years of experience in accounting, purchasing, or inventory management.
• Strong knowledge of accounting principles and procurement processes.
• Proficiency in accounting systems.
• Excellent analytical, organizational, and problem-solving skills.
• Strong interpersonal and communication abilities, with a focus on collaboration and vendor relations.
• High level of integrity, accuracy, and attention to detail.