Accounts Payable & Office Administrator

Position Overview We are a highly technical cybersecurity company specializing in Hardware Security Modules (HSMs), key management, and data protection solutions for global enterprises and regulated industries. We are seeking a detail-oriented and dependable Accounts Payable & Office Administrator to support our finance, procurement, and front-office operations. This role blends financial accuracy, procurement coordination, and professional front-office presence. The ideal candidate is organized, discreet, service-oriented, and comfortable working in a fast-paced, security-focused technology environment. Key Responsibilities Accounts Payable (Primary Focus) Process vendor invoices accurately and in a timely manner Match purchase orders, receipts, and invoices Manage AP inbox and vendor communications Prepare and process weekly payment runs (ACH, wire, check) Maintain vendor records and W-9 documentation Reconcile vendor statements and resolve discrepancies Assist with month-end close activities related to AP Ensure compliance with internal controls and audit requirements Support employee expense report processing and policy adherence Procurement & Purchasing Support Issue and track purchase orders in coordination with finance and operations Assist with vendor onboarding and documentation Support internal teams with ordering needs and approvals Monitor open POs and follow up on delivery timelines Help maintain preferred vendor lists and pricing records Coordinate routine purchases for office and operational needs Administrative & Front Office Duties Answer and route incoming phone calls professionally Greet and assist visitors, clients, and partners at the front desk Manage conference room scheduling and meeting logistics Assist with company-sponsored events, trade shows, and internal functions Manage incoming and outgoing mail and shipments Oversee office supply inventory and ordering Coordinate with facilities or service vendors as needed Support general administrative needs for leadership and departments

Qualifications 2+ years of accounts payable, purchasing, or accounting support experience Strong attention to detail and organizational skills Professional demeanor and strong communication skills Comfort handling confidential financial information Proficiency in Microsoft Office (Excel, Outlook, Word) Experience with accounting or ERP systems preferred Ability to multitask and prioritize in a fast-paced environment Preferred Qualifications Experience in a technology, cybersecurity, or regulated industry Familiarity with purchase order and procurement workflows Event coordination or office management experience Key Traits for Success Trustworthy and discreet Service-oriented mindset Highly organized and reliable Calm and professional under pressure Proactive and resourceful Strong follow-through on tasks and vendor coordination Why Join Us Work in a cutting-edge cybersecurity and encryption company Exposure to global enterprise customers and advanced technology Collaborative, high-performance culture Opportunity for growth within finance, procurement, and operations

Health, dental, vision, life, and short/long-term disability insurance Paid vacation, holidays, and sick leave Competitive compensation and opportunities for advancement Retirement plan with employer contribution match Welcoming, family-style corporate culture uniquely suited to fast-paced, entrepreneurial, and motivated individuals One of San Antonio’s “Best Places to Work” for nine consecutive years