Pre Invoice Specialist I or II - Hybrid Work Environment

The Pre-Invoice Specialist is responsible for fulfilment of transactions by processing, validating, reconciling vendor files/invoices and/or proof of delivery documentation. The role requires high level initiative, vendor management, daily process improvement, critical thinking, and providing value to customers by managing fulfilment and transaction flow.  Success in the role will be measured by Lift to Process, Credit and Rebill, and Vendor payment metrics. 

Responsibilities  

Transaction Fulfilment 

• Manage, validate, process and/or upload pending vendor fulfilment batch files and paper invoices
• Run daily reports and analyze issues and proactively resolve pending transactions
• Review and index incoming paper invoices and delivery tickets
• Review paper invoices and update data on a batch file to import into the system
• Identify and resolve problems or exceptions associated with transactions
• Cross reference mapping of locations, products, and fees on batch files
• Vendor and customer system vehicle management
• Analyze and process credit and rebills promptly, accurately, and reduce future credit and rebills
• Manage solutions through technology to reduce future exceptions and increase automation goals to decrease Receipt to Process metrics
• Identify incorrect vendor schedules or pending orders and make adjustments as needed
• Research, identify and resolve cost, tax, and data related issues on invoices
• Collect, track, and reconcile vendor statements and resolve pending issues timely to prevent future invoicing problems

Process Improvement 

• Proactively identify and analyze inefficiency and problem trends across multiple vendor transactions and propose solutions
• Propose continuous process improvement through new technology
• Review batch file processes for gaps and propose efficiency gains
• Determine internal vs external invoice discrepancies, engage appropriate stakeholders for immediate resolution and resolve the issues to eliminate future discrepancies

Vendor Management 

• Build relationships with vendors continuously to meet metrics and goals
• Establish regular process and communication cadence to identify improvement capabilities
• Proactively work with vendors to convert paper invoices to batch files with technology enablement
• Identify and analyze trends across multiple vendors and transactions and resolve pursuant to department goals
• Effective negotiations of cost/fee misalignment and statements
• Identify and execute opportunities to transition vendors to self-fulfillment
• Automate files to decrease Lift to Receipt metrics and meet goals

Position Requirements  

Formal Education & Certification 

• Bachelor’s degree or equivalent experience preferred 

Knowledge & Experience 

• 2 years business to business experience preferred 
• Petroleum industry experience preferred 
• Intermediate Microsoft Excel experience preferred

Qualifications & Characteristics 

• Working knowledge accounting, sales and customer service  
• Strong attention to detail 
• Strong written and verbal communication skills 
• Strong analytical and problem-solving skills 
• Ability to work in a team environment 

Work Environment 

• 40-hour hybrid work schedule once training is completed (3 days in the 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.