Invoice Processing Coordinator (Vetting)

Main Purpose of the Role:

Invoice Processing Coordinator is responsible for the accurate and efficient vetting, processing, and resolution of invoices within the Accounts Payable function. This role involves overseeing the automatic purchase order creation, managing Electronic Data Interchange (EDI) invoicing, resolving discrepancies, and ensuring cost control through dispute resolution. The ideal candidate will have a strong understanding of financial systems and workflows, an eye for detail, and the ability to work collaboratively with cross-functional teams and external vendors.

Main Tasks:

Review and validate invoices for accuracy, completeness, and compliance with company policies and vendor agreements.

Ensure invoices match purchase orders, contracts, and other supporting documentation.

Investigate discrepancies in invoices, POs, and contracts, and escalate issues when necessary to ensure timely and accurate processing.

Process approved invoices in a timely manner to avoid payment delays.

Oversee the automatic creation of purchase orders in the system, ensuring all necessary details are correctly captured.

Ensure seamless matching of purchase orders to invoices to facilitate smooth processing.

Investigate discrepancies related to POs and escalate issues as needed to ensure accurate financial accounting.

Monitor and validate the accuracy of invoices received via the EDI system.

Troubleshoot EDI data discrepancies and work closely with internal teams and external vendors to resolve issues quickly.

Ensure accurate and timely processing of EDI invoices to support efficient operations.

Actively manage cost discrepancies and resolve disputes related to vendor invoices.

Collaborate with Procurement, Operations, Logistics, and Finance teams to clarify discrepancies and reach resolutions.

Ensure all disputes are resolved promptly to avoid payment delays and maintain strong vendor relationships.

Maintain accurate records of all invoice transactions, including vetting, discrepancies, resolutions, and vendor communications.

Generate reports on invoice processing activities, tracking key metrics and identifying trends or issues.

Assist with audits and provide necessary documentation for internal and external financial reviews.

Suggest improvements to the invoice processing workflow to increase efficiency, accuracy, and cost control.

Stay updated on industry best practices, emerging technologies, and tools to improve the invoice processing function.

Participate in team meetings and collaborate on process optimization projects.

Required:

Bachelor’s degree in accounting, Finance, or a related field; or equivalent combination of education and experience.

1-2 years of experience in accounts payable, invoice processing, or related financial roles.

Strong understanding of financial systems and processes, including purchase orders, EDI, and cost control.

Exceptional attention to detail with the ability to identify and resolve discrepancies in invoices and related documentation.

Excellent problem-solving skills with the ability to handle invoice disputes effectively.

Ability to work collaboratively with internal teams, vendors, and other stakeholders to resolve issues.

Proficiency in Microsoft Office Suite (Excel, Word, Outlook), and experience with financial software (e.g., SAP, Oracle, or similar).

Strong communication skills, both written and verbal, with the ability to explain complex issues clearly.

Strong organizational and time management skills to handle multiple tasks and meet deadlines.

Preferred Qualifications:

Experience with EDI systems and data validation processes.

Knowledge of accounting principles and cost control methodologies.

Familiarity with procurement and supply chain processes.