Invoice Processing Coordinator

Description

Main Purpose of the Role:

Supporting AP and Finance Supervisors, Managers and Director in validating invoices and purchaser orders for invoice processing or automatic processing exceptions. This to support cost control and invoicing processes for the USA. Facilitates validation of invoices for accurate pricing and service levels (quantities and rates) in accordance with the organization/company policies, contracts and service level agreements. Also, responsible to assist in ascertaining cost data, creating, and analyzing reports for Management. In addition, will coordinate supervise a team of Coordinators responsible for facilitating invoice payments resolution process, purchase order efficiency validation of costs paid for Operational, Logistics and Equipment related invoices.

Main Tasks:

• Facilitate validation of invoices and purchase orders for payment approvals
• Review and mark documents for payment, aiming for on-time payment processing.
• Assist in the payment run process, ensuring accuracy and compliance with company policies.
• Assist with monitoring and creating new KPI’s to maintain performance
• Provide training to new employees ensuring understanding in system processes.
• Ensure timely and accurate vetting/review of invoices (for Price, Service and quantity)
• Ensure timely and accurate vetting/review of Purchase orders (for Price, Service and quantity)
• Facilitate coordination of Invoice Processing via EDI and or any/all AP methods.
• Facilitate coordination of Invoice Processing issues with AP Resolution Team or other support teams as needed.
• Maintain and Report Team KPIs and Finance Related KPI’s including but not limited to: Team Productivity, Auto PO and Invoice Processing Efficiency.
• Assist in Cost and Provision forecasts.
• Assist in Purchase Order Analysis (MR11)
• Update SharePoint’s procedure hub with any changes.
• Participate and assist to maintain and update US Cyber Readiness information.
• Provide leadership and support to the AP team, ensuring effective collaboration and workflow management.
• Participate in periodic audits of AP processes to identify areas for improvement and efficiency gains.
• Assist with special projects and process improvement initiatives as assigned by management.

Requirements

• Bachelor’s degree in accounting, Finance, or a related field, or equivalent work experience.

• 5+ years of experience in Accounts Payable or related financial operations, with at least 2 years in a supervisory role.

• Strong proficiency in Microsoft Excel (pivot tables, VLOOKUP).

• Experience with SAP or similar ERP systems is preferred.

• Ability to manage multiple priorities, meet deadlines, and lead a team effectively.

• Strong analytical and problem-solving skills with a focus on process improvement.

• Excellent communication skills, both written and verbal. 

Preferred Qualifications:

• Experience with eFast or similar invoice processing platforms.

• Familiarity with forecasting cash flows.

• Prior experience in vendor dispute resolution and compliance reporting.