Invoice Clerk, FTL - Hybrid Schedule

About the role

The Invoice Clerk is responsible for researching, obtaining, validating Bill of Lading documentation and transactions for any unresolved open order/invoice. The role requires high level initiative, daily process improvement, critical thinking and managing multiple daily projects. Success in this role will be measured by transaction count, fast pending order resolution and successful relationship management and communication with vendors and partners.

Responsibilities

• Daily Execution
  • Prioritize daily pending orders while working with other teams to meet company and customer metrics
  • Process pending transactions to ensure proper execution to exceed customer expectations and internal metrics
  • Run daily reports, and identify issues to proactively resolve any pending exception preventing fulfilment of customer orders
  • Identify and process credit and rebills promptly, accurately, resolve errors, and propose solutions to prevent future errors
  • Daily order exception resolution and propose process improvement to decrease or eliminate future reoccurring exceptions
  • Review and index incoming vendor invoice and delivery documentation
  • Identify and resolve problems or exceptions associated with vendor delivery documentation
  • Manage, obtain, and organize critical documentation for customer invoice purpose
  • Other duties as assigned
• Manage supply resolution
• Process Improvement
  • Proactively identify inefficiencies or problems and exceptions associated with vendor transactions and propose solutions
  • Review pending order processes for gaps and propose efficiencies
  • Propose strategies to eliminate future issues preventing seamless order exceptions
  • Determine internal vs external document discrepancies, engage appropriate stakeholders for immediate resolution and resolve the issues to eliminate future discrepancies
  • Escalate complex issues appropriately to maintain world-class vendor and customer satisfaction
  • Establish regular process and communication cadence to identify improvement capabilities
• Relationship Management
  • Build relationships and develop and implement a regular communication strategy to connect and collaborate with vendors and internal departments
  • Coordinate with various departments to solve critical issues and propose long term resolution
  • Proactively work with vendors to improve lift to receipt of delivery documentation
  • Establish regular process and communication cadence internally and externally
  • Plan and coordinate coverage when out of the office; take ownership in cross training other team members as well as participating to provide coverage for others
  • Regularly share best practices

Requirements

• High School diploma or equivalent required
• Bachelor's degree or equivalent experience preferred
• 2+ years business to business experience preferred
• Petroleum industry experience preferred
• Basic Microsoft Excel experience preferred

Qualifications & Characteristics

• Strong verbal and written communication skills
• The ability to deal with and resolve customer and vendor issues effectively and efficiently
• The ability to work in a team environment
• Strong attention to detail
• Strong problem-solving skills

Work Environment

• Hybrid work schedule available once training is completed (3 days in office, 2 days remote). Training can take 3-6 months depending on the position and the individual
• Sitting for extended periods of time
• Dexterity of hands and fingers to operate a computer keyboard, mouse, power tools, and other computer components