Accounts Payable & Office Administrator

Position Overview

We are a highly technical cybersecurity company specializing in Hardware Security Modules (HSMs), key management, and data protection solutions for global enterprises and regulated industries. We are seeking a detail-oriented and dependable Accounts Payable & Office Administrator to support our finance, procurement, and front-office operations.

This role blends financial accuracy, procurement coordination, and professional front-office presence. The ideal candidate is organized, discreet, service-oriented, and comfortable working in a fast-paced, security-focused technology environment.

Key Responsibilities

Accounts Payable (Primary Focus)

• Process vendor invoices accurately and in a timely manner
• Match purchase orders, receipts, and invoices
• Manage AP inbox and vendor communications
• Prepare and process weekly payment runs (ACH, wire, check)
• Maintain vendor records and W-9 documentation
• Reconcile vendor statements and resolve discrepancies
• Assist with month-end close activities related to AP
• Ensure compliance with internal controls and audit requirements
• Support employee expense report processing and policy adherence

Procurement & Purchasing Support

• Issue and track purchase orders in coordination with finance and operations
• Assist with vendor onboarding and documentation
• Support internal teams with ordering needs and approvals
• Monitor open POs and follow up on delivery timelines
• Help maintain preferred vendor lists and pricing records
• Coordinate routine purchases for office and operational needs

Administrative & Front Office Duties

• Answer and route incoming phone calls professionally
• Greet and assist visitors, clients, and partners at the front desk
• Manage conference room scheduling and meeting logistics
• Assist with company-sponsored events, trade shows, and internal functions
• Manage incoming and outgoing mail and shipments
• Oversee office supply inventory and ordering
• Coordinate with facilities or service vendors as needed
• Support general administrative needs for leadership and departments