Invoice Specialist

The primary function of the Invoice Specialist is to process supplier invoices, carrier invoices, vendor invoices and customer invoices to properly reflect the payables and receivables in the Agility ERP system.

Process Vendor Invoices in the ERP System

• Review mail and scan appropriate documents to the electronic storage platform
• Ensure all vendor invoices have appropriate supporting documentation
• Obtain Approvals for all vendor invoices by appropriate responsible manager

Process Carrier Invoices in the ERP System

• Review mail daily and date stamp all freight invoices
• Ensure all freight invoices have appropriate supporting signed POD
• Ensure all freight invoice costs match the Agility dispatch and coordinate any necessary corrections with CD Dispatch.
• Scan all freight invoices and PODs into agility (via worldview) within 48 hours
• Review and Reconcile AP Clearing regularly for variances

Voucher Supplier Invoices in the ERP System

• Review mail daily and date stamp all material supply invoices
• Ensure all material supply invoices reference an Agility PO and match:
  • Supplier Entity
  • Ship-to Destination
  • Pay Terms
  • Shipping Terms
  • Product Description, Quantity, and Cost
  • Jobsite deliveries are linked to an S/O
• Coordinate with the Purchasing Agents and Project Coordinator/Manager to resolve variances
• Enter all material supply invoices in Agility with 48 hours (on hold)
• Scan all material supply invoices into agility (via worldview) within 48 hours
• Review supplier statements monthly resolve any discrepancies
• Review and Reconcile AP Clearing regularly for variances

Invoice Customers for product deliveries in the ERP System

• Generate Order-Proofs from Agility into Worldview immediately
• Monitor open order-proofs in the trader and manager que daily
• Facilitate resolution of rejected order proofs with counterparties
• Invoice approved orders in Agility immediately when available

Other Duties

• Prepare supplier credit applications for manager execution
• Other duties as assigned/needed

• Accounting aptitude such as A/P and/or A/R, invoicing and other demonstrated experience working with numbers on a frequent basis.
• 2 years working in a large company ERP system
• Experience utilizing order management program
• At least 1 year offering excellent customer service, and problem solving to departmental staff, vendors and customers.

• Strong math abilities
• Proficiency using MS office, including Outlook, Excel and Word to track and manipulate data.
• Strong data entry experience and an analytical mindset
• Exceptional written, verbal and interpersonal communication skills
• Ability to multi-task in a fast paced environment

Preferred qualifications:

• Knowledge of the building material supply is highly preferable