Specialist Invoice Management
Description
Service Performance and Issue Resolution
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Execute daily Purchase-2-Pay activities, ensuring timely and accurate processing in line with service levels and financial closing timelines.
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Process supplier invoices, perform three-way matching (purchase order, goods receipt, invoice) and post transactions in the ERP system.
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Identify and flag blocked invoices, incorrect purchase order data, missing receipts, or supplier payment queries for resolution.
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Escalate unresolved exceptions and recurring issues to the Team Lead Invoice Management.
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Support first-level query resolution by gathering relevant documentation and information.
Implementation of Changes and Improvements
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Support standardization efforts within the Purchase-2-Pay operations team by adhering to updated work instructions and processes.
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Contribute improvement ideas based on day-to-day operational observations to the Team Lead.
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Participate in pilot activities, testing, and training related to changes impacting the operational line.
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Apply prescribed AI tools and automation capabilities as directed to support efficient invoice processing.
Financial Accuracy and Reconciliation
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Perform accurate and timely invoice postings, ensuring correct allocation to cost centers, GL accounts and tax codes.
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Support period-end accounts payable accruals and reconciliation of goods received/invoice received clearing accounts under guidance of the Team Lead.
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Verify accuracy of supplier invoices, purchase orders, receipts, and system postings for standard transactions.
Stakeholder Management and Communication
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Collaborate with the Team Lead Invoice Management to ensure alignment with daily operational targets.
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Communicate with suppliers and internal stakeholders (Procurement, Business Units) on standard invoice queries and clarifications.
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Engage with colleagues within the Purchase-2-Pay team to ensure coordinated service delivery.
Education
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University degree (Bachelor or equivalent) in Accounting, Business Administration, Finance, or related fields
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Relevant vocational education with significant experience may be considered
Experience
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1–3 years of experience in a process‑ or function‑related operational role, preferably within Accounts Payable, General Accounting or Financial Operations
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First practical experience in invoice processing or AP operations (e.g., internship, working student, junior role)
Knowledge and skills
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Knowledge of accounting principles (e.g., IFRS or local GAAP) as they apply to accounts payable and invoice posting
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Familiarity with Vendor Invoice Management Systems (VIM) and invoice processing systems including OCR; exposure to Esker is a plus
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Awareness of internal controls and compliance for purchasing and AP processes
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Comfortable communicating with Procurement, Business Units, Finance and suppliers on standard queries
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Ability to handle confidential commercial and financial information appropriately
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Strong attention to detail for financial postings, supporting documentation and approval workflows
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P2P transaction execution (invoice entry, receipt matching, PO referencing)
Other requirements
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Ability to identify and escalate accounting irregularities such as duplicate postings, misallocations or unreconciled balances
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Basic understanding of period-end cut-off procedures and their impact on financial reporting
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High accuracy in processing invoices, PO data, spending lines and receipt confirmations
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Exposure to dispute and exception handling, including flagging invoice mismatches (price, quantity, GR/IR variances) for resolution by senior team members
POSITION SCOPE
Reporting Line(s)
Solid line(s) to: Team Lead Invoice Management
Dotted line(s) to: n/a
Number of direct reports: n/a
Number of dotted line reports: n/a
Performance Measures
Performance measures will be defined based on individual service obligations and operational KPIs.
Working Relationships
Internal contacts:
Team Lead Invoice Management
Other Team Members within own team
Other Team Members within Purchase-2-Pay and adjacent processes
Process management within Purchase-2-Pay
HR, IT support
Business contacts
External contacts
Suppliers and external business partners as required for daily operations