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