Accounts Payable Invoice Coordinator

Company: Securitas ORC
Location: Thousand Oaks
Posted on: January 11, 2022

Job Description:

JOB SUMMARY: This position provides direct support for US and/or Canada regions and Operations Centers, auditing, and processing the day-to-day supplier invoices/expense reports for payments. AP processes approximately 150,000 invoices yearly or 12,500 monthly. ESSENTIAL FUNCTIONS: The functions listed describe the business purpose of this job or position. Specific duties or tasks may vary and be documented separately. An associate might or might not be required to perform all functions listed. Additional duties may be assigned, and functions may be modified, according to business necessity. All assigned duties or tasks are deemed to be part of the essential functions, unless such duties or tasks are unrelated to the functions listed, in which case they are deemed to be other (non-essential) functions. Associates are held accountable for successful job performance. Job performance standards may be documented separately, and may include functions, objectives, duties or tasks not specifically listed herein. In performing functions, duties or tasks, associates are required to know and follow safe work practices, and to be aware of company policies and procedures related to job safety, including safety rules and regulations. Associates are required to notify superiors upon becoming aware of unsafe working conditions. All functions, duties or tasks are to be carried out in an honest, ethical and professional manner, and to be performed in conformance with applicable company policies and procedures. In the event of uncertainty or lack of knowledge of company policies and procedures, associates are required to request clarification or explanations from superiors or authorized company representatives. Auditing of Invoices/supporting documentation for Region/Regions or Operations Centers Invoice workflow excel spreadsheets assigned daily Audit each invoice for accuracy, header information/supporting documentation received in AP Validate information, release holds for workflow to proceed to coding/approvals Accuracy and attention to detail are very important Record of problems and completed work Submit address updates, new vendor setup requests and ensure that the appropriate documentation is provided Communicate directly with the Region/Regions or Operations Centers to resolve issues Emails/Microsoft Teams Past due balance research Audit Petty Cash funds Maintain Promissory notes, changes and closing of funds Customer service for Region/Regions or Operations Centers Responding to inquiries Training/invoice processing of new AP users All communication, written and verbal, related with the proper assistance Answering phones, routes calls, assist callers Department Job Responsibilities Aging review Assist as needed with Audit requests, both in house and external auditors Cancel Duplicate Invoices Correct Import errors Guard License Contracts Accurate data contract entry for these requests is highly important Mail Sorting, stamp in all AP mail and distribute Research and redirect mail to other department Petty Cash review Additional Responsibilities May Include: Office supply ordering, running various query reports, Data entry, Off-site storage maintenance and Assisting with various projects assigned by management. MINIMUM QUALIFICATIONS AT ENTRY Additional qualifications may be specified and receive preference, depending upon the nature of the position. Education/Experience: Associates Degree preferred but not required; High School Diploma or equivalent required. 3+ years' experience of accounts payable processing experience. Experience in an electronic accounts payable processing environment. Experience working in a mid-sized or large company preferred. Experience in a multi-location company preferred but not required. Competencies (as demonstrated through experience, training, and/or testing): Proficiency with MS Office (Outlook, Word, Excel, PowerPoint). Proficient in Oracle, Smartsheet. Strong communication skills both verbal and written. Ability to exchange, clearly and concisely: ideas, facts, and/or technical information and guidance, in person, virtually, by telephone, fax or correspondence. Ability to apply problem solving and analytical skills to carry out detailed instructions. The ability to multi-task and willingness to learn new skills. Team-oriented person who can focus on the details. The ability to deal effectively with tight weekly deadlines and month end closing process. Working Conditions and Physical/Mental Demands With or without reasonable accommodation, a candidate must have the physical and mental capacity to effectively perform all essential functions described. In addition to other demands, the demands of the job include: Must undergo and meet company standards for background and reference checks, controlled substance testing, and behavioral selection survey. Maintaining composure in dealing with authorities, executives, clients, staff and the public, occasionally under conditions of urgency and in pressure situations. Required ability to handle multiple tasks concurrently. Working at a computer terminal 90% of the day; requires sitting for long periods of time Close vision, distance vision, and ability to adjust focus. Occasional lifting and/or moving up to 10-40 pounds. Regular talking and hearing. Occasional standing, stooping and bending. Work primarily performed in an office environment EOE M/F/Vet/Disabilities

Keywords: Securitas ORC, Thousand Oaks , Accounts Payable Invoice Coordinator, Other , Thousand Oaks, California