Temporary Invoice & Purchasing Coordinator

Location: San Jose, CA. Full-time onsite

Position Summary Support Purchasing, Accounts Payable, Warehouse Receiving, and Project Teams by reviewing invoices, matching packing slips to purchase orders, validating receipts, resolving discrepancies, maintaining documentation, and ensuring accurate records for accounting and project cost tracking.

Position Duration & Employment Status:
This role is expected to last approximately three (3) to six (6) months and is classified as a temporary position. While there is a possibility of conversion to a regular, full-time role based on individual performance, business conditions, and organizational needs, there is no guarantee of continued employment beyond the initial assignment.

Key Responsibilities

• Review vendor invoices for accuracy and completeness.
• Perform 3-way matching between purchase orders, invoices, and packing slips.
• Verify quantities received against vendor invoices and receiving documentation.
• Work closely with Purchasing, Accounts Payable, Tool Room, and Receiving teams to resolve invoice discrepancies.
• Research and resolve pricing differences, freight charges, tax issues, and quantity variances.
• Maintain electronic records of invoices, packing slips, proof of deliveries (PODs), and supporting documentation.
• Track open invoices and follow up on missing packing slips or receiving documentation.
• Confirm materials have been received before invoices are approved for payment.
• Assist with coding invoices to the correct project, job number, cost code, or department.
• Reconcile vendor statements and identify outstanding issues requiring resolution.
• Audit invoice packages to ensure compliance with company procedures and documentation requirements.
• Support project teams with material tracking and procurement documentation.
• Prepare reports and spreadsheets for management review.
• Coordinate with vendors regarding invoice corrections, credits, missing documentation, and payment status.
• Support month-end invoice reconciliation activities.

Required Qualifications

• 2+ years of experience in Accounts Payable, Purchasing, Logistics, Receiving, Inventory Control, or Construction Administration.
• Strong Microsoft Excel, Outlook, and Word skills.
• Experience working with purchase orders, invoices, packing slips, and receiving documentation.
• Excellent attention to detail and accuracy.
• Strong analytical and problem-solving skills.
• Ability to manage a high volume of invoices and documentation.
• Strong organizational and communication skills.

Preferred Experience

• Construction, mechanical contracting, manufacturing, fabrication, or industrial environments.
• ERP systems such as Spectrum, Viewpoint, SAP, Oracle, JD Edwards, or similar.
• Accounts Payable support.
• Purchasing and procurement support.
• Inventory or warehouse receiving processes.

Key Skills

• Invoice reconciliation
• Purchase order management
• Packing slip verification
• Receiving documentation review
• Vendor communication
• Data analysis
• Spreadsheet management
• Record keeping
• Problem resolution
• Attention to detail

Hourly Pay: $30-$36. 
Notes: Actual compensation will be based on skills, experience, and work location, and may vary from the posted range. This posting reflects compensation at the time of posting and may be updated.

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