Job Description

• Analyze invoices from Outlook and check if they are eligible to process or not
• Save actioned invoices to their respective folders in Dropbox
• Segregate bulk invoices and ensure the file name is correct when saving to Dropbox
• Access supplier portals if necessary to pull invoices and statements
• Document the correct information when converting a purchase order to a vendor invoice
• Identify the various instances involving discrepancies
• Recognize the difference between billable and non-billable items (e.g., fuel, key replacement, and propane) and understand when to process or dispute a discrepancy
• Maximize all tools and resources when doing a review of discrepancies (e.g., access rental logs for additional research and confirmation, review emails, and review Intacct)
• Review statements for invoice discrepancies and invoices that have been previously paid Contact suppliers and internal Client's staff (as appropriate) to resolve invoice discrepancies and statement discrepancies in a timely manner
• Follow up as needed
• Know how to process short-entered invoices (e.g., sales tax and damage waiver)
• Recognize when to submit claim invoices
• Ask suppliers for any invoices that are missing
• Process invoices from oldest to newest dates
• Learn about the states that impose state taxes
• Respond to updates and reminders posted by US partners
• Know how to review for open pending purchase orders and open pending purchase order disputes at month-close to ensure purchase orders are being handled in a timely manner
• Call or email suppliers to pre-pay purchase orders if prepayment is required 
• Submit approved processed invoices for weekly payments
• Reply to internal and external emails and calls in a timely manner
• Maintains information confidentiality
• Complies with data integrity and security policies
• Answer incoming calls to the accounts payable phone

• Strong communication skills to communicate with suppliers
• Strong communication Skills, Attention to detail, and Data Entry
• Strong problem-solving skills to identify discrepancies and action items going forward
• Proven back office support work experience, as an Office clerk Experience with MS Office and data programs; proficiency with research and Google Sheets
• Familiarity with administrative duties; High level of typing speed and accuracy
• Experience using office equipment, like fax machines and scanner
• Excellent knowledge of correct spelling, grammar, and punctuation
• Attention to detail and the highest level of confidentiality
• Organization skills, with an ability to stay focused on assigned tasks
• High school diploma; additional computer training or certification will be an asset
• Background in Data Entry and Account Payable is good to have