Lead Invoice Audit Specialist

Job Summary

The Lead Invoice Audit Specialist is responsible for the accuracy, integrity, and operational performance of the Invoice Audit team within the Purchasing Division. This role requires ownership of team development, training, workflow strategy, and the identification of cost-saving opportunities, including early pay discounts.

Essential Functions/Responsibilities

• Team Leadership & Development - Take ownership of the Invoice Audit Specialist team, serving as the primary resource for guidance, escalations, and day-to-day support. Train new and existing team members on invoicing processes, ERP workflows, audit standards, and organizational best practices. Develop team skillsets, organizational habits, and overall performance through consistent coaching and feedback. Monitor team workload and output quality, identifying opportunities to improve efficiency and accuracy.

• Invoice Audit & Processing - Maintain a high level of accuracy in all aspects of invoicing, purchase order pricing, and receiving processes. Validate invoices by confirming job name, job number, and purchase order number against corresponding documentation. Accurately input and validate invoice data, pricing, freight charges, and unique conditions into the ERP application. Process invoices into balanced batch files and submit them to the Accounts Payable team for payment. Research and resolve past-due, problematic, or non-compliant invoices, statements, surtax issues, and credits. Monitor invoice aging to ensure no invoices exceed 31 days outstanding. Track and report on problematic invoices to ensure timely resolution.

• Early Pay Discount Management - Identify and actively manage early pay discount opportunities to generate cost savings for the organization. Coordinate with Accounts Payable to prioritize payment timing on eligible invoices. Track and report on early pay discount capture rates and savings achieved.

• Supplier Communication & Compliance - Communicate directly with suppliers to resolve invoice discrepancies, disputes, and compliance issues. Ensure all invoicing activities adhere to company purchasing and approval policies. Manage lien waiver issues promptly, coordinating with suppliers and internal teams to ensure proper documentation and resolution.

• Records & Reporting - Create and maintain accurate transaction histories within the ERP application. Organize and manage electronic files of packing slips by vendor and month, ensuring accessibility for auditing purposes. Support Vista ERP integration by maintaining accurate records and assisting with system transition activities. Develop and maintain a high level of proficiency in the Kojo Purchasing Platform, CGC, and Vista ERP systems, serving as a knowledgeable resource for the team on system navigation, functionality, and best practices.

Required Education And Experience

• High school diploma or equivalent

• Minimum 2 years of experience in invoicing, accounts payable, or purchasing audit role

• Demonstrated ability to read, write, and communicate in English at a minimum 12th-grade level

• Proficient in Microsoft Office suite (Outlook, Excel, OneNote, SharePoint, etc.)

• Ability to work independently, prioritize tasks, and lead others in a fast-paced environment

• Strong attention to detail, organizational skills, and commitment to accuracy

• Commitment to upholding ethical standards and integrity in financial practices

Preferred Education And Experience

• Associate's or Bachelor's degree in Business, Finance, Accounting, or related field

• Experience with Vista ERP or Kojo Purchasing Platform

• Prior experience in a lead, mentor, or training capacity

Personal Attributes | Skills

• Supports our Mission Statement and Core Values

• Honesty and integrity

• Ability to cope with job pressures in a constantly changing environment

• Interpersonal and intrapersonal skills

• Self-motivation

• Detail-oriented

• Positive and professional demeanor

• Strong problem-solving and critical thinking skills

• Able to handle and manage confidential information

Work Environment

• General Office Environment: This position operates in a professional office environment, using standard office equipment such as computers, phones, photocopiers, filing cabinets, etc.

• Environmental Conditions: The work is performed indoors in a climate-controlled setting with minimal exposure to loud noise, temperature variations, or other environmental factors.

Physical Demands

• Sitting/Standing: Requires prolonged periods of sitting at a desk, though there may be opportunities for standing and moving around the office as needed.

• Manual Dexterity: Frequent use of hands to operate computer keyboards, mouse, and other office tools, as well as to handle paperwork.

• Visual Requirements: The ability to read and interpret data on computer screens and printed documents is essential.

• Mobility: Occasional lifting of objects weighing up to 25 pounds, such as files, documents, or office supplies, may be requested.

• Must be able to access all areas of the facility and projects to determine purchasing needs.

• Communication: Regular communication with colleagues, vendors, and other stakeholders requires the ability to exchange information effectively in both verbal and written form.

Schedule And Required Travel

• Requires the ability to report to job sites or offices throughout Florida.

• May be requested to work overtime, nights, and weekends.