Pre Invoice Specialist III - Hybrid Work Schedule Available

The Pre-Invoice Specialist III is responsible for fulfilment of transactions by processing, validating and reconciling vendor files/invoices and/or proof of delivery documentation. Additionally, the role is responsible for supporting the Pre-Invoice leadership in department training, development, fulfilment processing, and special projects assigned by management. The responsibilities include analysis of internal procedures, propose, and implement process and metrics improvements through automation, efficiency gains, error reduction for overall customer experience and internal metrics improvements. The role requires high level initiative, critical thinking, problem solving, proactively managing process improvement, projects, technology enhancements, process automation schedules, vendor relationship building and providing value to customers by managing order fulfilment and invoice flow. Success in the role will be measured by project implementation and success, daily fulfilment metrics and improvements, transaction count metrics and improvement, Lift to Receipt, Lift to Process, vendor payment timelines and Credit and Rebill metrics

Responsibilities

Transaction Analysis and Fulfilment

• Analyze, prioritize and implement new processes to improve daily pending orders while working with other teams to meet company and customer metrics
• Manage, validate, process, update and upload pending vendor fulfilment files or documentation while identifying inefficiencies and preventing reoccurrences
• Manage system dashboards to accurately fulfill pending transactions in accordance with department metrics and goals utilizing files and/or proof of delivery documentation
• Identify and analyze trends across multiple customer and vendor transaction, resolve pursuant to department goals, and implement new strategies to prevent future reoccurrence of issues
• Manage and lead projects to implement new internal processes to ensure proper execution and exceed customer expectations and internal metrics
• Run daily reports, identify, and analyze issues to proactively resolve any pending exception preventing fulfilment of customer orders

• Analyze and process credit and rebills promptly, accurately, resolve errors, and propose and implement solutions to prevent future errors

• Daily order hold resolution and proposing strategies to decrease or eliminate future reoccurring holds
• Propose and manage solutions through technology to reduce exceptions by evaluating automation goals to improve Receipt to Process metrics
• Identify and resolve problems or exceptions associated with vendor invoice transactions while proposing future strategies to eliminate problems
• Cross reference mapping of locations, products, and fees on batch files
• Vendor and customer system vehicle management and lead propose/implement new strategies to prevent future issues
• Identify incorrect vendor schedules or pending orders, adjust as needed and lead propose/implement new strategies to prevent future issues
• Research, identify and resolve cost, tax, and data related issues on vendor documentation
• Collect, track, and reconcile vendor statements and resolve pending issues timely to prevent future invoicing problems

Process Improvement

• Create and oversee process improvement projects with team members, implement SLA's, KPI's and metrics to gauge overall process improvement success factors
• Proactively identify and analyze inefficiency or problem trends across multiple transactions, propose solutions, and implement and manage new processes
• Review pending order processes for gaps and propose efficiency gains and implement projects associated with the resolution
• Propose and implement strategies to eliminate future issues preventing seamless order fulfillment
• Identify continuous process improvement through new technology or automation
• Determine internal vs external document discrepancies, engage appropriate stakeholders for immediate resolution and resolve the issues to eliminate future discrepancies
• Manage complex issues appropriately to maintain world-class customer satisfaction
• Establish regular process and communication cadence to identify improvement capabilities

Relationship Management

• Build relationships and develop and implement a regular communication strategy to connect and collaborate with internal departments
• Coordinate with various departments to solve critical issues and propose long term resolution
• Build relationships and regular communication cadence with vendors to resolve complex problems and continuously to meet metrics and goals
• Proactively work with vendors to automate fulfilment with technology enablement
• Establish regular process and communication cadence internally and externally to identify improvement capabilities
• Plan and coordinate coverage when out of the office; take ownership in cross training other team members as well as participating to provide coverage for others
• Train team members and implement training strategies to ensure a comprehensive understanding of improved processes
• Lead new hire and team development training
• Oversee day to day goals, objectives and keep team members focused on high performance
• Provide manager feedback on department results and collaborate on team developments and improvements

Position Requirements

Formal Education & Certification

• Bachelor's Degree required or equivalent work experience

Knowledge & Experience

• 5+ years professional work experience, preferably in data analysis and problem-solving responsibilities and accounts receivable/accounts payable required

• Advanced Microsoft Excel and Outlook skills required
• Petroleum industry knowledge preferred

Qualifications & Characteristics

• Working knowledge in accounting, sales and customer service

• The ability to deal with and resolve customer and vendor complaints effectively and efficiently

• Strong attention to detail
• Strong written and verbal communication skills
• Strong analytical and problem-solving skills
• Ability to work in a team environment
• Ability to contribute to projects and coordinate with internal departments

Work Environment

• 40-hour work week, hybrid schedule available once training is completed (3 days in office, 2 days remote)
• Sitting for extended periods of time
• Dexterity of hands and fingers to operate a computer keyboard, mouse, power tools, and other computer components

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status.