Summary
Overview
Work History
Education
Skills
Certification
Timeline
Generic

Gary Ku’umi Jose

Waianae,HI

Summary

Accounting and administrative professional with a background in accounts payable, purchase order management, and vendor coordination. Supports high-volume invoice processing, resolves discrepancies, and assists with month-end close to keep payments accurate, organized, and on schedule. Detail-oriented accounting operations professional with hands-on experience managing purchase orders, processing invoices, and coordinating vendor payments. Known for maintaining accurate records, supporting month-end close, and improving order-handling efficiency while reducing errors and turnaround delays.

Overview

1
1
Certification
25
25
years of professional experience

Work History

DAILY REPORTS SPECIALIST

Blake Kolona Painting & General Construction LLC
Waianae, HI
06.2026 - 07.2026
  • Collaborated with field employees on daily reporting, verifying data on safety precautions, materials, and equipment checks to ensure compliance and operational readiness.
  • Coordinated painting and general construction tasks for Blake Kolona projects
  • Prepared surfaces for paint, repair, and finish work
  • Inspected job sites for safety and work readiness

ACCOUNTS PAYABLE, PURCHASE ORDER MANAGER & ADMINISTRATIVE ASSISTANT

Blake Kolona Painting & General Construction LLC
Waianae, HI
01.2024 - 05.2026
  • Supported management, admin, and field teams with supply and material requests for organizational and project needs.
  • Researched replacement items when request involved vendor not previously used and gathered quotes from 2 other vendors for price and quality comparison.
  • Reviewed project COG, WIP, and budget-to-date details before sharing quote information for business owner approval on project-related requests.
  • Monitored inventory levels to ensure timely replenishment of stock items.
  • Developed strategies for increasing efficiency of order handling activities.
  • Coordinated material requests with suppliers and jobsite crews.
  • Resolved order issues, shortages, and scheduling conflicts.
  • Tracked purchase order delivery dates and order changes.
  • Managed painting and construction orders for Blake Kolona project schedules.
  • Negotiated contracts with suppliers for cost-effective purchase of goods or services.
  • Developed and implemented procedures for efficient order management operations.
  • Managed order entry, invoicing, shipment tracking, and payment processing.
  • Assisted in resolving discrepancies between customers' orders and invoices.
  • Coordinated and monitored inbound and outgoing deliveries, keeping abreast of delays and other issues.
  • Tracked orders using functional systems and coordinated with warehouse workers to ensure proper storage and distribution of products.
  • Examined invoices and shipping manifests for conformity to tariff and customs regulations.
  • Negotiated supplier contracts and reviewed pricing for company procurement needs.
  • Reviewed purchase orders and ensured accuracy of information, such as pricing, payment terms and delivery dates.
  • Evaluated potential vendors to enhance purchasing options. for purchasing needs.
  • Maintained accurate records of purchases including invoices, price lists, product codes and descriptions.
  • Obtained quotes from various suppliers to determine most cost-effective purchasing options.
  • Identified potential areas of cost savings through supplier consolidation or alternative sourcing methods.
  • Evaluated proposals from vendors on a regular basis to ensure cost effectiveness.
  • Implemented policies and procedures for effective management of the purchasing process.
  • Reviewed invoices, coding, and approval routing for accuracy
  • Coordinated vendor payments and remittance communications
  • Resolved invoice discrepancies with purchasing and receiving teams
  • Maintained vendor files, W-9 records, and payment terms
  • Supported month-end close and accrual preparation for finance team
  • Reviewed all invoices for accuracy, subsequently resolving various issues.
  • Reconciled monthly statements from vendors and suppliers.
  • Monitored daily accounts payable activities and ensured compliance with established internal control procedures.
  • Researched discrepancies between invoice amounts, purchase orders, receiving reports.
  • Prepared weekly check runs for approval by management or executive staff members.
  • Ensured all payments were made in accordance with contract terms and conditions.
  • Managed credit card programs including issuing cards and reconciling monthly statements.
  • Efficiently maintained accounts payable transaction processing and led team on training initiatives to ensure continuity.
  • Worked cross-functionally with various teams and departments to improve operations.
  • Provided guidance to team members regarding complex billing issues or payment inquiries.
  • Followed company's strict rules and procedures to maintain data integrity and confidentiality.
  • Created detailed reports on aging payables, vendor payments, cash disbursements.
  • Conducted periodic audits of accounts payable transactions to ensure compliance with accounting policies and procedures.
  • Developed and implemented effective strategies to reduce costs associated with accounts payable processes.
  • Implemented new procedures for processing international payments in multiple currencies.
  • Used exemplary communication and interaction skills to build strong working relationships with partners, employees, and clients.
  • Managed full-cycle accounts payable process, ensuring timely and accurate payment to vendors and suppliers.
  • Analyzed accounts payable processes and implemented improvements to reduce processing time.
  • Prepared and presented accounts payable reports to senior management, highlighting key metrics and financial insights.
  • Developed and enforced accounts payable policies and procedures to mitigate risk and enhance operational controls.
  • Conducted regular audits of accounts payable transactions to identify and correct errors, reducing discrepancies.
  • Led month-end and year-end closing processes for accounts payable, ensuring deadlines were met and financial reports were accurate.
  • Negotiated payment terms with suppliers to improve cash flow and build strong vendor relationships.
  • Maintained accurate vendor files and records, ensuring easy access and compliance with auditing standards.
  • Provided regular training and updates on accounts payable best practices and regulatory changes to team members.
  • Managed bookkeeping and accounting systems and completed data entry with accuracy and efficiency.
  • Handled high-volume invoice processing with minimal supervision.
  • Problem-solved accounts payable questions on behalf of internal team members, management and vendors.
  • Assessed data and information to check entries, calculations, and billing codes for accuracy.
  • Coded invoices to maintain organized and accurate records.
  • Prepared and updated vendor files, tax documents and insurance information.
  • Reviewed payroll entries for accuracy and compliance with company policies., vendor payments and other accounting disbursements for accuracy and compliance.
  • Developed invoicing systems and internal controls to boost billing efficiencies.
  • Built financial models to allocate resources, forecast cash and investment needs and make capital budgeting decisions.
  • Recommended new financial and accounting software packages. replacing various non-integrated offerings.

ACCOUNTS PAYABLE CLERK

Waianae Coast Comprehensive Health Center
Waianae, HI
06.2014 - 01.2020
  • Managed A/P responsibilities for over 5 years, demonstrating ability to handle workload independently; during my absence, required 4 additional staff to maintain continuity of operations.
  • Processing of Purchase Order invoices ($350K+/week). Worked closely with the salesperson and credit department of two vendors to ensure that purchased items have been received and in good condition (no damages) - ensure confirmation of receipt of electronic software purchased with both our Purchasing and HIT departments - part of the processes prior to even processing any invoice against our purchase orders for payment. On a weekly basis could have processed as much as 200 Purchase Orders with as little as 1 item to as much as 125 items. PO packets included all order confirmation(s) or emailed orders; which were verified against each other along with the vendor invoice, worked with vendors to rectify issue(s), if any discrepancies found.
  • Processed utility bills for all 36 departments, ensuring accurate payments for Electric, Water, Telephone, Cable, and Internet services totaling over $650K monthly.
  • Executed data entry of over 1500 line items daily across multiple software platforms, ensuring accuracy in batching for weekly vendor payments.
  • Compiled and validated weekly payment reports, coordinating with supervisors to ensure compliance with procurement procedures and securing manual signatures for checks exceeding authorized limits.
  • Managed 36 Menehune Water accounts, verifying transactions and processing payments for each account. (Order, New Accounts, Update Accounts). Upon receiving water, each department provided me with a signed scanned copy of their invoice/receipt; which was verified against the accounts monthly statement. If not provided I worked with the department head(s) to get them to confirm all of the transactions on their account statement and provide me with their APPROVAL prior to me processing it in four different programs prior to payment.
  • All other checks that were signed by check signer are then verified (three different ways) and then entered into POS pay (bank check confirmation information) before we stuff with all vendor enclosures, if any then add postage. Some vendors and or employees provided specific instructions to payment methods - contacted each with pick up instructions. Each check run required 1 day to complete. If issues occurred during the run it could take up to 2.5 days, pending the issue.
  • Twice a month pharmacy inventory along with invoice vs statement (pharmacist signatures required) verification in vendor supplier website - extracted each transaction of the 6 different accounts - statement and data extract must match before processing the EFT payment on each account. Over 300 transactions (invoices) on the 6 accounts (totaling payment of approximately $200K are processed/extracted and verified with approvals twice a month.
  • Above mentioned tasks provided are approximately 50% of the job duties that were tasked with during my employment with WCCHC.

SERVICE PROJECT ADMINISTRATOR, TRANE US INC

INGERSOLL RAND
HONOLULU
12.2009 - 02.2013
  • Scheduled and dispatched preventative maintenance, ensuring timely service and accurate job quotations for A/C company.
  • Coordinated Ingersoll Rand project schedules across engineering, sales, and service teams.
  • Managed project documentation, drawing revisions, and change requests for Ingersoll Rand assignments.
  • Tracked purchase orders, invoices, and vendor correspondence in ERP systems.

BRANCH MANAGER

PLATINUM PUBLIC TRAVEL
HONOLULU
07.2005 - 11.2011
  • Coordinated monthly newsletters, training seminars, marketing and advertising campaigns, and onboarding of new independent contractors (travel agents) to enhance engagement and recruitment. Oversaw all accounting functions, including sales tracking, commission payouts, accounts receivable, accounts payable, general ledgers, and account reconciliation to ensure financial accuracy and compliance.
  • Managed branch operations for public travel services and daily customer support.
  • Supervised staff schedules, coaching, and service standards across branch activities.
  • Oversaw travel bookings, reservations, and ticketing processes for clients.

OFFICE MANAGER, ALTRES STAFFING

HUSSMANN CORPORATION (INGERSOLL RAND)
KAPOLEI
01.2009 - 12.2009
  • Managed communication via phone and email, oversaw warehouse inventory control, and processed technician reimbursements to ensure timely operations. Created and dispatched work orders for technicians for preventative maintenance and service calls, ordered parts, and managed refrigerant to facilitate efficient service delivery. Acted as liaison between field technicians in Hawaii and corporate office on the mainland to streamline communication and operations.
  • Managed office operations for Hussmann Corporation within Ingersoll Rand standards.
  • Coordinated executive calendars, meetings, and conference room schedules.
  • Processed invoices, purchase orders, and vendor correspondence.

ACCOUNTS PAYABLE/PAYROLL CLERK, STAFFING SOLUTIONS OF HI

EK FERNANDEZ
KAPOLEI
07.2002 - 12.2004

RECEPTIONIST, STAFFING SOLUTIONS OF HI

EK FERNANDEZ
KAPOLEI
01.2002 - 04.2002

Education

Associates Degree - Accounting/Business Administration with Highest Honors

STRATFORD CAREER INSTITUTE
Pennsylvania, PA
01-2002

Degree - Legal Studies with Highest Honors

STRATFORD CAREER INSTITUTE
Pennsylvania, PA
01-2003

Degree - Fashion Merchandising & Design with Highest Honors

STRATFORD CAREER INSTITUTE
Pennsylvania, PA
01-2005

Skills

  • QUICKBOOKS
  • WINDOWS '95, '98, '00 & XP
  • MICROSOFT OFFICE (ALL PROGRAMS WITH INTERMEDIATE TO ADVANCED SKILLS)
  • AS-400 SYSTEMS FOR PAYROLL
  • DATA ENTRY – 14,000 KEY STROKES/TYPE – 70 WPM
  • 15-LINE SWITCHBOARD (INTER-TEL)
  • CBC (CHANEY, BROOKS & CO) FINANCIAL SYSTEM (MIS SYSTEM)
  • PLATINUM SQL (PURCHASE ORDER & ACCOUNTING SYSTEM)
  • WENNSOFT, FALCON (CLAIMS SYSTEM), GREAT PLAINS DYNAMICS CS (INVENTORY SYSTEM)
  • BASIC KNOWLEDGE IN JAPANESE & SPANISH
  • Accounts payable
  • Purchase order management
  • Invoice reconciliation
  • Financial reporting
  • Budget tracking
  • Procurement coordination
  • Month-end close
  • Inventory control
  • Contract negotiation
  • Problem solving
  • Coaching and mentoring
  • Vendor relations
  • Customer relations
  • Knowledge sharing
  • Process optimization
  • Team collaboration
  • Documentation management
  • Business reporting
  • Business ethics
  • Business continuity planning
  • Strategic planning
  • Organizational development
  • Multitasking Abilities
  • Professional demeanor
  • Analytical skills
  • Customer relationship management
  • Problem-solving abilities
  • Task prioritization
  • Vendor payment processing
  • Process improvement
  • Adaptability

Certification

  • Heartsaver First Aid CPR AED Certified
  • ServSafe FoodHandler Certificate
  • EfoodHandler Certificate
  • HP Life Certificate - Business Communications
  • HP Life Certificate - Social Entrepreneurship
  • HP Life Certificate - Strategic Planning
  • HP Life Certificate - Effective Leadership

Timeline

DAILY REPORTS SPECIALIST

Blake Kolona Painting & General Construction LLC
06.2026 - 07.2026

ACCOUNTS PAYABLE, PURCHASE ORDER MANAGER & ADMINISTRATIVE ASSISTANT

Blake Kolona Painting & General Construction LLC
01.2024 - 05.2026

ACCOUNTS PAYABLE CLERK

Waianae Coast Comprehensive Health Center
06.2014 - 01.2020

SERVICE PROJECT ADMINISTRATOR, TRANE US INC

INGERSOLL RAND
12.2009 - 02.2013

OFFICE MANAGER, ALTRES STAFFING

HUSSMANN CORPORATION (INGERSOLL RAND)
01.2009 - 12.2009

BRANCH MANAGER

PLATINUM PUBLIC TRAVEL
07.2005 - 11.2011

ACCOUNTS PAYABLE/PAYROLL CLERK, STAFFING SOLUTIONS OF HI

EK FERNANDEZ
07.2002 - 12.2004

RECEPTIONIST, STAFFING SOLUTIONS OF HI

EK FERNANDEZ
01.2002 - 04.2002

Associates Degree - Accounting/Business Administration with Highest Honors

STRATFORD CAREER INSTITUTE

Degree - Legal Studies with Highest Honors

STRATFORD CAREER INSTITUTE

Degree - Fashion Merchandising & Design with Highest Honors

STRATFORD CAREER INSTITUTE
Gary Ku’umi Jose