Senior Specialist Invoice Management

Job description

Service Performance and Issue Resolution Execute daily Purchase-2-Pay activities, ensuring timely and accurate processing in line with service levels and financial closing timelines. Process complex supplier invoices, perform three-way matching and resolve discrepancies independently, including blocked invoices, incorrect purchase order data, missing receipts, or supplier payment queries. Resolve non-standard exceptions and escalations within the Invoice Management process before escalation to the Team Lead. Act as subject matter expert for colleagues, providing guidance on complex transaction handling and process interpretation. Escalate structural issues, risks, and recurring defects to the Team Lead Invoice Management. Implementation of Changes and Improvements Drive standardization and continuous improvement within the Purchase-2-Pay operations team in close alignment with the Team Lead. Collaborate with the process management team to identify and propose enhancements to underlying processes. Support the implementation of new or updated work instructions, tools, and systems. Collect improvement ideas from day-to-day operations and contribute to the continuous improvement backlog. Participate in pilot activities, testing, and training related to changes impacting the operational line. Ideally bring an understanding of AI tools and automation capabilities to identify opportunities for streamlining processes, reducing manual effort and enhancing operational efficiency. Financial Accuracy and Reconciliation Ensure accurate and timely period-end accounts payable accruals and reconciliation of goods received/invoice received clearing accounts. Oversee the accuracy of supplier invoices, purchase orders, receipts, and system postings, including complex or high-value transactions. Perform aging analysis and support the Team Lead in identifying overdue or unreconciled items. Stakeholder Management and Communication Collaborate closely with the Team Lead Invoice Management to ensure alignment between individual execution and operational targets. Engage with other Specialists within Purchase-2-Pay and adjacent processes to ensure coordinated service delivery. Act as key contact for Procurement, Business Units and suppliers on complex invoice queries and dispute resolution. Education University degree (Bachelor or equivalent) in Accounting, Business Administration, Finance, or related fields Relevant vocational education with significant experience may be considered Experience 3–5 years of experience in a process- or function-related operational role, preferably within Accounts Payable, General Accounting or Financial Operations Demonstrated experience as senior specialist, subject matter expert or experienced individual contributor within an AP or P2P environment Knowledge and skills Working knowledge of accounting principles (e.g., IFRS or local GAAP) as they apply to accounts payable, accruals, provisions and period-end closing activities Understanding of AP subledger accounting, including invoice posting, clearing, reconciliation to the general ledger and aging analysis Solid understanding of Vendor Invoice Management Systems (VIM) and invoice processing systems including OCR, preferably hands-on experience with Esker Knowledge of internal controls and compliance for purchasing and AP processes Comfortable coordinating with Procurement, Business Units, Finance and suppliers Ability to handle confidential commercial and financial information appropriately Strong attention to detail for financial postings, supporting documentation and approval workflows P2P master data and transaction administration (PO updates, invoice adjustments, receipt clarifications) Other requirements Ability to identify and escalate accounting irregularities such as duplicate postings, misallocations or unreconciled balances Understanding of period-end cut-off procedures and their impact on financial reporting High accuracy in reviewing invoices, PO data, spending lines and receipt confirmations Experience with dispute and exception handling, including root-cause analysis of invoice mismatches (price, quantity, GR/IR variances) and timely resolution tracking 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