Job Description

Our client, a dynamic and growing organization in the trade show and exhibit design industry, is seeking a highly organized and experienced Procurement & Accounts Payable (AP) Specialist to join their team. This dual-function role is integral to the success of complex exhibit and booth design projects, ensuring seamless procurement operations, accurate financial reporting, and effective budget management.

Key Responsibilities

Procurement & Vendor Management

• Source and negotiate with vendors and suppliers for materials and services related to trade show booth design and construction.

• Establish and maintain relationships with preferred vendors.

• Track material inventory and manage the full procurement cycle, including purchase order creation and vendor follow-ups.

• Maintain an accurate inventory control system and prepare project-specific procurement reports.

Accounts Payable (AP) Functions

• Receive and process vendor invoices in alignment with purchase orders.

• Conduct remittance processing and prepare vendor payment reports.

• Perform monthly bank reconciliations across multiple payment accounts.

• Match transactions to statements (credit and bank) and accurately journalize payment entries.

Budget & Financial Management

• Monitor and manage project budgets and cost centers.

• Collaborate with project managers on budget quotes and quote submissions.

• Maintain a quote tracker for all ongoing and upcoming projects.

• Conduct variance analyses and provide detailed financial insights on project costs.

Filing, Documentation & Reporting

• Maintain organized documentation for all procurement and financial transactions per project.

• Oversee digital and physical file management systems, including file numbering and binder systems.

• Carry out year-end documentation and filing.

• Recommend improvements to existing filing and documentation processes.

• Ensure timely and accurate project reporting for internal and client-facing needs.

Requirements

• Minimum of a high school diploma; additional certification in bookkeeping, procurement, or related fields is a strong advantage.
• Minimum 3 years of procurement & AP experience.
• Proven experience with accounts payable functions and project-based budget management.
• Strong negotiation and vendor management skills.
• Ability to collaborate with project teams and manage multiple priorities simultaneously.

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