Invoicing Audit & Purchasing Specialist II

Overview

Ensures accurate invoice processing and purchasing support within ERP.

Key Responsibilities

• invoice entry
• purchase orders
• erp system
• vendor coordination
• aging reports
• cost savings

Tasks

-Organize and maintain electronic records of invoices, packing slips, and related documents by vendor and month for quick retrieval during audits. -Monitor order status with suppliers, follow up on late shipments, and coordinate with field teams to ensure timely delivery of materials. -Contact suppliers to obtain missing documentation, clarify billing issues, and confirm payment status. -Prepare, issue, and verify purchase orders in compliance with company guidelines, ensuring complete and accurate entry of pricing, freight terms, and special conditions. -Accurately enter invoice data into the ERP system, ensuring alignment with approved purchase orders and receiving documentation. -Research and resolve past-due invoices, pricing errors, surtax discrepancies, and credit memos. -Prioritize invoice entry and approval to meet payment timelines and maximize cost savings by capturing 2% Net 10 discounts on all eligible invoices. -Maintain invoice aging reports to ensure no invoices exceed 31 days past due; flag and escalate unresolved issues. -Compile balanced invoice batches and submit to Accounts Payable for timely payment processing. -Verify all invoices against purchase orders, confirming job name, job number, materials, pricing, freight charges, and any unique conditions. -May be requested to work overtime, nights, and weekends. -Work with vendors to confirm availability, negotiate favorable pricing, and apply existing agreements when applicable. -Review and process purchase requisitions for accuracy, ensuring correct sources, pricing, and lead times. -Resolve purchase order and invoice discrepancies, including shortages, over-shipments, freight claims, and returns.

Requirements

• erp
• excel
• bachelor's
• 3+ years
• problem solving
• communication

What You Bring

-Sitting/Standing: Requires prolonged periods of sitting at a desk, though there may be opportunities for standing and moving around the office as needed. -Visual Requirements: The ability to read and interpret data on computer screens and printed documents is essential. -Strong problem-solving skills for resolving invoice/purchasing discrepancies. -Manual Dexterity: Frequent use of hands to operate computer keyboards, mouse, and other office tools, as well as to handle paperwork. -Able to handle and manage confidential information. -Requires the ability to report to job sites or offices throughout Florida. -High school diploma or equivalent; additional training or education in business, supply chain management, electrical trade, or related field. -Proficiency with ERP systems and Microsoft Office Suite (Excel proficiency preferred). -Positive and professional demeanor. -Communication: Regular communication with colleagues, vendors, and other stakeholders requires the ability to exchange information effectively in both verbal and written form. -High accuracy in data entry and financial recordkeeping. -Strong problem-solving and critical thinking skills. -Excellent organizational skills to manage multiple priorities and deadlines. -Bachelor’s degree -Ability to cope with job pressures in a constantly changing environment. -3+ years of experience in invoicing, accounts payable, or procurement. -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. -Interpersonal and intrapersonal skills. -Clear communication skills for interacting with suppliers, vendors, and internal teams. -Ability to maintain regular, punctual attendance consistent with the ADA, FMLA, and other federal, state, and local standards.

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About Tri-City Electrical Contractors, Inc.

-Boasting capabilities in design-build, design-assist, prefabrication, and service work. -Specializes in complex projects including hospitals, entertainment venues, and multi-family housing. -Notable projects include the Dr. Phillips Center for the Performing Arts, Exploria Stadium, Florida Hospital Women’s Pavilion, and Gaylord Palms resort. -Headquartered in Central Florida, supports both new construction and renovation with standout capabilities in communications infrastructure.

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