Expense & Purchasing Coordinator

Crosswalk.com, Ltd.; Baytown (TX); Hybrid; USD 42,000 - 64,000; Full time

Job summary

Faith Family Church is seeking an Expense & Purchasing Coordinator to oversee the church’s expense cycle from request to payment, ensuring proper coding, documentation, and timely processing. You will manage purchasing, purchase orders, accounts payable, vendor administration, receipts, and expense reporting, coordinating with ministries and the Central Operations Pastor.

This 35-hour-per-week role at the Central campus may require additional services and special projects to support the

Qualifications

• Experience in accounts payable and expense management.
• Ability to maintain documentation and coding accuracy.
• Strong coordination with multiple ministries and vendors.

Responsibilities

• Receive and review purchasing requests, create purchase orders, and track deliveries.
• Process invoices, verify accuracy, and prepare payments.
• Collect receipts and staff expense documentation for reimbursement.
• Monitor expense cards, cardholders, and policy compliance.
• Set up and maintain vendor records, W-9s, and certificates of insurance.
• Maintain organized expense records and assist with monthly close and audits.
• Support bookkeeping coordination and reporting for departments.

Skills

Accounts Payable

Vendor Management

Bookkeeping

Purchase Orders

Tools

Mygoodbooks

Job description

Expense & Purchasing Coordinator Position Title: Expense & Purchasing Coordinator Campus: Central Reports To: Central Operations Pastor Hours Per Week: 35 Hours plus services

Summary of Position:

The Purchasing Coordinator is responsible for overseeing the church’s expense cycle, from the initial purchase request through approval, payment, documentation, and submission to accountants. This role ensures that all expenses are authorized, coded correctly, paid on time, and supported by the complete documentation. This role is focused on ensuring a consistent central support for the oversight of purchasing, vendor management, and accounts payable for Faith Family Church.

Areas of Responsibility

Purchasing and Purchase Orders

Accounts Payable

Receipts and Staff Expenses

Expense Cards and Purchasing Controls

Vendor Administration

Records and Reporting Support

Bookkeeping Coordination

Duties and Responsibilities

1. Purchasing and Purchase OrdersReceive and review requests from ministries and departments. Confirm that each request includes the correct account, ministry, budget information, and required approval. Create and track purchase orders. Place approved orders or coordinate purchases with staff in a timely manner. Research pricing and obtain quotes when required. Track open orders, backorders, deliveries, and incomplete purchases. Match deliveries and invoices to the original purchase order.

2. Accounts PayableReceive invoices through mail, email, and vendor portals. Verify invoices for accuracy, duplication, authorization, and proper coding. Match invoices to purchase orders and proof of delivery. Enter bills into the accounting or bill-payment system. Prepare weekly payment batches for approval. Process approved checks, ACH payments, and online vendor payments. Monitor due dates and prevent avoidable late fees. Resolve vendor billing discrepancies and outstanding balances.

3. Receipts and Staff ExpensesCollect receipts and supporting documentation from staff. Match receipts to church credit-card transactions. Follow up on missing receipts, unclear business purposes, and incorrect coding. Review reimbursement requests for completeness and policy compliance. Enter approved reimbursements for payment. Prepare reports identifying overdue receipts or unresolved transactions.

4. Expense Cards and Purchasing ControlsMaintain the list of authorized cardholders and signed cardholder agreements. Assist with issuing, replacing, or closing cards after approval. Monitor approved uses and card limits. Review transactions for missing documentation or potential policy exceptions. Report unusual, unsupported, or out-of-policy expenses to the Operations Pastor.

5. Vendor AdministrationSet up new vendors after approval. Collect W-9 forms and other required vendor documentation. Maintain accurate vendor contact and payment information. Support annual contractor and 1099 preparation with accountants. Review inactive, duplicate, or outdated vendor records. Coordinate contracts or certificates of insurance when applicable.

6. Records and Reporting SupportMaintain organized digital and physical expense records. Produce reports on unpaid bills, open purchase orders, missing receipts, and departmental spending. Assist ministry leaders with expense and budget-availability questions. Provide supporting documents for monthly close, audits, and financial reviews. Identify recurring process problems and recommend improvements.

7. Bookkeeping CoordinationSubmit invoices, receipts, payment records, and supporting documentation to Mygoodbooks. Respond to questions concerning vendors, coding, missing receipts, or unusual expenses. Review outstanding-payables reports and resolve discrepancies. Provide documentation needed for monthly close and financial reporting. Ensure that internal expense records agree with information maintained by accountants. Escalate unresolved accounting or budget questions to the Operations Pastor.

This role may also be asked to take on additional responsibilities and special projects as needed to support the department, campuses, and overall mission of Faith Family Church. Duties may evolve over time based on organizational needs, and the employee is expected to remain flexible, collaborative, and willing to serve in areas that contribute to the success of the team and church.