Invoice Specialist

Bridgewell Resources LLC - Tigard, OR (30+ days ago)3.6


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

Duties and Responsibilities

Transaction Processing

  • Process authorized Credit Memo’s in Agility
  • Complete Re-man Transactions

Process Vendor Invoices in Agility (ERP System)

  • Review mail daily and date stamp all vendor invoices
  • Ensure all vendor invoices have appropriate supporting documentation
  • Obtain Approvals for all vendor invoices by appropriate responsible manager
  • Enter all vendor invoices in Agility within 48 hours of receipt
  • Maintain accurate vendor files

Process Carrier Invoices in Agility (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.
  • Enter all freight invoices in Agility with 48 hours
  • Scan all freight invoices and POD’s into agility (via worldview) within 48 hours
  • Review and Reconcile AP Clearing regularly for variances

Voucher Supplier Invoices in Agility (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

Release Supplier Invoices for payment in Agility (ERP System)

  • Assist in obtaining appropriate supporting signed BOL/POD
  • Date stamp all material supply POD’s when received
  • Maintain positive lines of communication with suppliers
  • Monitor open supplier invoices for aging and research as appropriate
  • Ensure all material supply POD’s match:
  • Ship-from and Ship-to Destination
  • Product Description and Quantity
  • Release supplier invoices from hold in Agility within 24 hours
  • Scan all material supply BOL/POD’s into agility (via worldview) within 24 hours

Invoice Customers for product deliveries in Agility (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

  • Comply with all company policies and procedures, and all relevant laws and regulations.
  • Cross train with Inventory Specialist and Bid Clerk
  • Creates a productive healthy work environment, reinforces and lives our core values
  • Support world class safety (food and otherwise) as a #1 priority. Monitor trader activities for safety concerns. Be up-to-date on current Safety policies and procedures. Use your Safety Committee Team member or Human Resources to report any near misses, accidents or illnesses promptly, or for advice in rectifying a potentially unsafe condition or practice.
  • Other duties as assigned.

Minimum requirements:

  • Accounting aptitude handling 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

Working Conditions: Indoor office working conditions. Ability to sit/stand at a workstation for long periods of time. May require work hours in excess of 8 hours per day or 5 days per week.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Job Type: Full-time

Experience:

  • working in a large company ERP system: 2 years (Required)