Purchasing and Billing Coordinator Brown Note Productions Broomfield, CO Job Details Full-time $60,000 - $75,000 a year 6 hours ago Benefits Health savings account Health insurance Dental insurance Paid time off Employee assistance program Vision insurance 401(k) matching Life insurance Retirement plan Qualifications Microsoft Outlook Spreadsheets High school diploma or GED Bachelor's degree Attention to detail Business Administration Process management
Full Job Description Job Title:
Purchasing and Billing Coordinator Vision and Statement We are a premier audio, lighting, and video production company that specializes in full-service production of concerts, tours, music festivals, and special events as well as systems installations, and beginning to end show design. We are dedicated to giving our clients the highest quality production experience. We do it right the first time, every time by pairing state of the art technology and first class service.
Mission Statement :
Do It Right the
First Time Leadership Values:
As a Leader at Brown Note these are the values of how we operate our business and interact with both our internal and external customers. Inspire and Invest in making your team better every day. Earn the trust and respect every day from your internal and external customers. Provide, Communicate and Publish clear and ongoing objectives, responsibilities and processes to your team. Focus on Issues for Improvement, not the person communicating the issue. Fix the problem first to ensure our customer is happy and then fix why it happened.
Consistently Seek Solutions:
Challenges are our best Opportunity for Improvement. Understand and define what are the Primary Challenges and Needs of our Internal and External Customers. Consistently build More Leaders! Hold Yourself and Your Team Accountable for Delivering as Promised.
Primary Objective:
The Purchasing & Billing Coordinator is responsible for managing the purchasing process from request through receipt and invoice reconciliation. This position works closely with Operations, Sales, Service, Warehouse, Asset Management, and Accounting to ensure materials, equipment, parts, supplies, and services are purchased accurately, received properly, documented in R2, and reconciled against vendor invoices.
Essential Role and Responsibilities:
Purchasing & Procurement Manage day-to-day purchasing of equipment, parts, materials, supplies, and services. Receive and review purchase requests from departments. Obtain quotes and compare pricing, availability, lead times, freight, and terms. Create and issue purchase orders in accordance with company purchasing procedures. Confirm pricing, quantities, shipping information, delivery dates, and payment terms before orders are placed. Track open purchase orders and follow up with vendors on outstanding or delayed orders. Communicate purchasing status and expected delivery dates to the appropriate departments. Identify purchasing issues early and escalate when they may impact operations, projects, or customer commitments. Maintain organized purchasing documentation and records. Vendor Management Maintain strong working relationships with manufacturers, distributors, and other vendors. Establish and maintain accurate vendor information, contacts, pricing, and purchasing terms. Request updated quotes and negotiate pricing when appropriate. Track vendor performance, including pricing accuracy, delivery performance, responsiveness, and order accuracy. Resolve shortages, damaged shipments, incorrect products, pricing discrepancies, and other vendor issues. Coordinate returns, RMAs, replacements, and vendor credits. Receiving & Inventory Coordination Work closely with Inbound, Warehouse Operations, Asset Management, and department leads to ensure purchased items are properly received. Verify that received quantities match purchase orders and vendor documentation. Ensure new equipment and assets are properly communicated for entry into R2 and inventory systems. Assist with resolving discrepancies between purchase orders, packing slips, receiving records, and invoices. Maintain visibility of outstanding items, backorders, partial shipments, and open POs. Billing & Invoice Reconciliation Receive and review vendor invoices related to purchases. Match invoices against purchase orders, quotes, packing slips, and receiving documentation. Verify pricing, quantities, freight charges, taxes, discounts, and credits. Confirm that products or services have been received before approving invoices for processing. Research and resolve invoice discrepancies directly with vendors and internal departments. Ensure credits, returns, and adjustments are properly documented. Code or categorize purchases appropriately when required. Submit verified and approved invoices to Accounting for payment. Maintain organized documentation connecting the PO → receipt → invoice → credit/payment process. Assist Accounting with questions related to vendor invoices and purchasing transactions. R2 & Documentation Maintain accurate purchasing information within R2 and other company systems. Ensure purchase orders and related records contain accurate descriptions, quantities, costs, vendors, and supporting documentation. Work with Asset Management to ensure newly purchased assets are properly identified and entered into inventory. Maintain electronic records of quotes, POs, invoices, credits, warranties, and vendor correspondence. Help improve purchasing procedures and documentation as the company grows.
Qualifications and Education Requirements:
High School Diploma or equivalent Bachelor's Degree preferred (Accounting, Business Admin, Supply Chain Management, or related field) 5 + years of experience in purchasing, procurement, operations, inventory, billing, or accounts payable preferred. Strong organizational and follow-through skills. Excellent attention to detail. Comfortable working with purchase orders, invoices, quotes, and vendor statements. Ability to manage multiple priorities and deadlines. Strong written and verbal communication skills. Ability to identify discrepancies and independently work toward resolution. Experience with inventory or ERP systems preferred (R2 experience is a plus). Proficiency with Microsoft Excel, Outlook, and related business systems.
Pay:
$60,000.00 - $75,000.00 per year
Benefits:
401(k) matching Dental insurance Employee assistance program Health insurance Health savings account Life insurance Paid time off Retirement plan Vision insurance
