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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We’re an equal opportunity employer committed to increasing diversity and inclusion in today’s workforce. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. Minorities, women, LGBTQ candidates, and individuals with disabilities are encouraged to apply. If you require an accommodation, please review our accessibility policy and reach out to our accessibility officer with any questions.