Job Title: Pay Coordinator
Contract
Shifts: 9AM-6PM or 10AM-7PM
Hybrid Tues-Thurs in Downtown Houston
I. Job Summary
This intermediate level position ensures compliance with all policies and procedures involving the Source to Pay (S2P) process. This position is a liaison between the business, the S2P team and the vendor working to ensure prompt delivery of purchase orders and resolution of all requisition, purchase order and vendor queries. This position will take an active role in mentoring and training.
II. Essential Duties and Responsibilities may include the following. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Other duties may be assigned.
- Serves as the Area’s S2P champion by partnering Supply Chain, Accounting, and Field Operations to promote S2P’s objectives and work with Area leadership to resolve issues/non-compliance and the Business.
- Direct and engage in Area S2P/Accounts payable activities including but not limited to, payment inquiry follow up, monitoring invoice approval and assisting in tolerance failure resolution.
- Performs the duties of a subject matter expert including pulling and distributing the appropriate reports/queries to Area personnel, acting as the Area point of contact and resolving Area S2P issues.
- Partners with Accounts Payable to ensure appropriate use of payment methods and invoicing channels.
- Drives utilization of corporate procurement agreements and preferred suppliers.
- Works with finance & accounting to resolve supplier billing and payment issues.
- Assists vendors with onboarding process, invoice and payment inquiries.
- Assists business and vendors with Coupa processes.
- Monitors the open PO view/history report to ensure aged items are being worked/resolved in a timely manner.
- Monitors views/reports for unresolved tolerances. Works with users as necessary to have tolerances resolved for invoice approval and accurate/timely posting to the GL.
- Aid area users with setting up new suppliers and work with supplier support for aid in assisting suppliers.
- May need to create receipts for non-integrated Compass orders, emergency receipt creation requests and void receipts on exceptions.
- Develops process documentation.
- Evaluates process and procedures for continuous improvement.
- Facilitates compliance with and communication of Source to Pay policies & procedures.
- Coordinate and host training calls with Coupa users, utilizing TEAMS and PowerPoint.
III. Supervisory Responsibilities
This job has no supervisory duties.
IV. Qualifications
The requirements listed below are representative of the qualifications necessary to perform the job.
A. Education and Experience
Required: High school diploma or G.E.D, and four or more years previous experience in a corporate setting.
Work experience in a procurement related position.
Preferred: Associate Degree, some college, knowledge of Accounts Payable
B. Certificates, Licenses, Registrations or Other Requirements
None required.
C. Other Knowledge, Skills or Abilities Required
- Excellent communication skills (verbal and written); ability to clearly converse in English on the phone and in email. Conveys information and directions clearly and accurately.
- Advanced Microsoft Office skills (Outlook, Word, Excel, PowerPoint)
- Proficient with ERP Accounting Software
- Proficient in Coupa or other source-to-pay software
- Experience in Service Now or other service ticket software
- Excellent interpersonal skills, pleasant phone manner and professional attitude
- Extremely strong organizational skills, attention to detail, high degree of accuracy, resourceful, and self-directed.
- Able to work as an individual contributor or a member of a multidisciplinary team
- Basic accounting, reporting, math and data entry skills
- Ability to maintain confidentiality
- Ability to prioritize and multi-task, work under pressure and meet deadlines required
- Adaptable, creative and team oriented
- Enjoys using critical thinking and problem-solving skills to find a solution or complete a task.
- Ability to visualize, articulate and conceptualize given available information.
- Ability to make independent decisions in accordance with departmental policies and procedures.
- Ability to interact and work directly with all levels within the company.
- Leadership qualities including ownership, accountability, company engagement, being proactive and ability to see the big picture.
EEO Employer
Apex Systems is an equal opportunity employer. We do not discriminate or allow discrimination on the basis of race, color, religion, creed, sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), age, sexual orientation, gender identity, national origin, ancestry, citizenship, genetic information, registered domestic partner status, marital status, disability, status as a crime victim, protected veteran status, political affiliation, union membership, or any other characteristic protected by law. Apex will consider qualified applicants with criminal histories in a manner consistent with the requirements of applicable law. If you have visited our website in search of information on employment opportunities or to apply for a position, and you require an accommodation in using our website for a search or application, please contact our Employee Services Department at employeeservices@apexsystems.com or 844-463-6178.