Company: TC International Group / WhiteRock Property Management Ltd.

Location: Diamond Vale, Diego Martin

Department: Accounts

Employment Type: Full-Time

Reports To: Finance Manager

Purpose of the Role

The Procurement & Data Entry Clerk is responsible for supporting the accounting and purchasing departments with purchase orders, supplier invoices, data entry, supplier statements, reconciliations, filing, and general administrative support.

This role requires someone who is highly organized, accurate, reliable, and able to follow proper procedures. The position supports multiple companies and departments, so attention to detail and proper documentation are extremely important.

The ideal candidate must be comfortable working with numbers, invoices, purchase orders, suppliers, internal staff, and accounting systems.

Key Responsibilities

Purchase Orders & Purchasing Support

Prepare purchase orders for all companies as required.
Submit purchase orders for approval in a timely manner.
Ensure all purchase orders are properly approved before being sent to suppliers.
Send approved purchase orders to suppliers as instructed by the Purchasing Manager.
Follow up with suppliers on pricing, availability, delivery timelines, and order status where required.
Assist the Purchasing Manager and Accountant in obtaining cost information from suppliers.
Ensure purchase orders are properly filed and recorded.
Follow up on outstanding purchase orders and pending approvals.
Report any discrepancies or delays to the Purchasing Manager.

Supplier Invoices & Accounts Payable Support

Receive and enter supplier invoices for assigned companies.
Match supplier invoices against approved purchase orders.
Check that invoice details, quantities, prices, and goods/services received correspond with the purchase order.
Flag any invoice or purchase order discrepancies to the Purchasing Manager or Accountant.
Ensure invoices are properly coded and submitted for approval where required.
Maintain accurate accounts payable records.
Assist with preparing documents required for cheque/payment processing.
Ensure purchase orders requiring cheques are passed to the relevant person for payment preparation.
Follow up on cheque/payment status when required.

Supplier Statements & Reconciliations

Request supplier statements quarterly and as needed.
Reconcile supplier statements against accounts payable records.
Follow up on missing invoices, credit notes, receipts, or supporting documents.
Identify and report differences between supplier statements and company records.
Assist with keeping supplier accounts accurate and up to date.

Data Entry & Records Management

Perform accurate data entry into accounting and purchasing systems.
Maintain digital and physical filing of purchase orders, invoices, receipts, supplier statements, and approvals.
Ensure all documents are properly named, saved, and filed.
Update spreadsheets, logs, and trackers as required.
Keep records organized so information can be easily found when needed.
Assist with general accounts and purchasing reports when requested.

Administrative Support

Assist the accounts and purchasing departments with general administrative duties.
Communicate with suppliers, internal staff, and managers in a professional manner.
Assist with collecting, checking, and organizing documents from different departments.
Support management with other related tasks as required.
Maintain confidentiality with company, supplier, and financial information.

Required Skills & Experience

The ideal candidate should have:

Experience in accounts, purchasing, procurement, data entry, administration, or a similar role.
Basic understanding of purchase orders, invoices, supplier statements, and accounts payable.
Strong attention to detail.
Good organizational skills.
Good written and verbal communication skills.
Ability to work with Microsoft Excel, Word, email, and basic accounting or business software.
Ability to follow procedures and meet deadlines.
Ability to manage multiple companies, suppliers, and tasks.
Professional attitude and willingness to learn.
Ability to handle confidential information responsibly.

Experience using Xero or another accounting software would be an asset.

The Type of Person We Are Looking For

We are looking for someone who is:

Accurate — pays attention to details and avoids careless mistakes.
Organized — keeps documents, invoices, purchase orders, and records properly filed.
Reliable — completes assigned tasks and follows up when needed.
Honest — handles company and supplier information responsibly.
Proactive — follows up on missing documents, approvals, supplier issues, and pending tasks.
Professional — communicates respectfully with suppliers, managers, and team members.
Process-driven — understands the importance of following company procedures.
Confidential — treats financial and company information with care.
Calm under pressure — can manage multiple requests without becoming overwhelmed.
Willing to learn — open to training and improving systems.

Performance Expectations

The Accounts & Purchasing Clerk will be expected to:

Prepare purchase orders accurately and on time.
Ensure invoices are entered correctly.
Keep records properly organized and up to date.
Follow up on missing information without being constantly reminded.
Communicate clearly with suppliers and internal staff.
Maintain confidentiality at all times.
Support the accounts and purchasing departments in keeping operations smooth and efficient.

Working Hours

8am-4pm monday to friday.

procurement jobs

Procurement & Data Entry Clerk