Invoicing & Operations Executive

Job description

Key Responsibilities- Invoice Processing & Validation - Review, verify, and validate supplier invoices for accuracy and completeness. - Ensure invoices are supported by relevant documents such as contracts, purchase orders, rate cards, and approvals. - Identify discrepancies and coordinate with relevant stakeholders for resolution. - Process invoices within agreed timelines and company guidelines. - Verify invoice coding and allocation to the correct cost centers, departments, or property owners. Vendor Reconciliation - Perform regular vendor statement reconciliations. - Investigate and resolve payment discrepancies and outstanding balances. - Coordinate with vendors regarding invoice status, payment queries, and account reconciliation matters. - Maintain accurate records of vendor communications and reconciliations. Stakeholder Coordination - Act as a key contact for vendors through email and phone calls. - Coordinate with local offices in Germany, Denmark, and Sweden regarding invoice approvals, payment issues, and operational queries. - Respond promptly to vendor and business stakeholder inquiries. - Escalate unresolved issues to the appropriate teams when required. Operational Support - Review daily operational tasks and ensure timely completion. - Cross-check invoices against supporting documents and operational requirements. - Share invoice details and supporting information with corresponding teams for approval and processing. - Where required, allocate or charge invoice costs to the respective department, property owner, or cost center. - Support process improvement initiatives to enhance efficiency and accuracy. Required Skills & Qualifications - Bachelor's degree in Commerce, Finance, Accounting, Business Administration preferable or any other Graduate Degree. - Experience in Accounts Payable, Invoice Processing, Vendor Management, or Shared Services operations. - Strong understanding of invoice validation and vendor reconciliation processes. - Good knowledge of Microsoft Excel and ERP/AP systems. - Excellent verbal and written communication skills. - Ability to work with international stakeholders and vendors. - Strong analytical and problem-solving skills. - High attention to detail and accuracy. Preferred Experience - Experience working with European operations (Germany, Denmark, Sweden). - Knowledge of invoice management systems such as Medius, SAP, Oracle, or similar platforms. - Experience in shared services or finance operations environments.