Purchasing & AP Coordinator

Mid America Health is hiring a full-time Purchasing & AP Coordinator. This is an onsite position that works Monday through Friday in our Greenwood, IN office. The hours are 8am - 5pm with some flexibility.

Mid America Health offers full benefits including generous paid time off and paid holidays with medical, dental and vision insurance available as well as 401k and a health savings account.

Job Title: Purchasing & AP Coordinator

Department: Purchasing & Accounting (Dual Role) Reports To: Director of Purchasing Works Closely With: Accounting Department & Controller, Fleet Manager Location: Greenwood, IN

Position Summary

The Purchasing Coordinator is a dual-role position responsible for supporting both the Purchasing and Accounting departments. This role primarily manages purchasing activities for dental supplies and equipment-including vendor communication, order processing, and inventory coordination-while also performing key Accounts Payable duties such as invoice reconciliation, payment processing, and vendor account management. The ideal candidate is detail-oriented, organized, and comfortable working across departments in a fast-paced environment.

Key Responsibilities

Purchasing (Primary Oversight: Director of Purchasing)

• Source, order, and track dental supplies, materials, instruments, and equipment.
• Maintain accurate purchase records and ensure timely follow-up on backorders or delivery discrepancies.
• Communicate with vendors regarding availability and shipment status.
• Assist with inventory management, including stock monitoring, equipment testing and documentation.
• Coordinate equipment repairs, warranties, and service requests as needed.
• Ensure adherence to company procurement policies and purchasing workflows within Monday.com and Xledger systems.
• Escalate concerns to the Purchasing Director regarding critical service issues and ongoing service calls.
• Other special tasks as assigned by the Purchasing Director.

Accounts Payable (In Collaboration with Accounting & Controller)

• Receive, code, and enter vendor invoices into the accounting system.
• Reconcile purchase orders, packing slips, and invoices to ensure accuracy before payment.
• Prepare weekly/bi-weekly payment runs (checks, ACH, credit card) for review.
• Maintain vendor files, W-9s, and payment records.
• Research and resolve invoice discrepancies, statements, and credit memos.
• Assist in month-end closing tasks related to AP, including accruals and reporting.
• Support annual audits by providing documentation and AP reports as requested.

Qualifications

• High school diploma or equivalent required, associate or bachelor's degree in business, Accounting, Supply Chain, or related field preferred.
• 2+ years of experience in purchasing, accounts payable, or a related administrative role; experience in dental, medical, or healthcare procurement preferred.
• Strong understanding of purchasing workflows and basic accounting principles.
• Proficiency with inventory systems and Microsoft Office (Excel required).
• Ability to manage multiple priorities, meet deadlines, and maintain accuracy.
• Excellent communication and vendor relationship management skills.
• Strong analytical, organizational, and problem-solving abilities.

Key Competencies

• Attention to detail
• Time management
• Cross-department collaboration
• Professional communication
• Data accuracy and reconciliation
• Vendor negotiation and relationship building

Work Environment & Physical Requirements

• Office and Warehouse settings
• Occasional lifting of supply boxes or equipment (up to 50 lbs).
• Ability to sit, stand, and move throughout warehouse and office.
• Ability to travel between the office and warehouse locations as needed (within a 5mi radius)

Why Join Us?

• Opportunity to develop skills in both procurement and accounting.
• Collaborative environment with cross-department exposure.
• Supportive leadership and opportunities for professional growth.