Purpose of Position

The Vendor Invoice Control Administrator is responsible for researching and analyzing domestic and international flight service invoices (i.

e. catering, ground, international fees and FBO fuel uplifts). The Vendor Invoice Control Administrator ensures appropriate service charges comply with contractual and / or company financial guidelines, policies, and procedures.

The Vendor Invoice Control Administrator approves invoices for payment up to $2,500 for catering / ground invoices and up to $10,000 for fuel.

The Vendor Invoice Control Administrator resolves all vendor disputes related the invoiced charges. The Vendor Invoice Control Administrator develops and maintains constructive relationships with internal / external business partners.

The Vendor Invoice Control Administrator collaborates with IT to ensure vendor profile information, payment processes and / or policy change requests are made.

Tasks and Responsibilities

Researches, collects, and analyzes customer and intercompany domestic / international flight service invoices pertaining to catering, ground, international fee and fuel invoices to ensure invoiced expenses comply with contractual and / or financial guidelines;

approves or reject invoices per contract requirements. Provides accurate and timely information to accountants for monthly intercompany billing.

Ensures processes comply with regulatory requirements (i.e. FAA, IRS, Sarbanes Oxley, etc.)

• Prepares detailed quality audit reports to identify, investigate, and resolve data integrity issues. Follows-up with vendors regarding billing discrepancies.
• Ensures appropriate adjustments and credits are processed. Triages expense reconciliation issues with management and other business unit liaisons;

applies dispute resolution techniques as needed.

• Develops and maintains constructive relationships with internal / external business partners. May partner with Operations business unit liaisons to provide invoice analysis data in support of developing bid proposals for contract and supplier agreement negotiations.
• Prepares reports to provide Owners and invoicing history. Generates adhoc reports as needed to determine invoicing trends and perform quality reviews.

Provides recommendations to management and sales regarding vendor account cost saving opportunities.

Collaborates with IT to ensure vendor profile information, payment processes and / or policy change requests are made. Participates in contract, product, and policy update briefings.

Performs other duties as assigned.

Note : It is not possible to list all required job duties on this form. There may be other important duties assigned, depending on the position.

For a full list of essential job functions, please refer to the essential functions worksheet for that position.

Education

Bachelor's in Business Administration or Finance

Certifications and Licenses

Years of Experience

0-2 years of experience

Core Competencies

Adaptability

Collaboration

Curiosity

Service-Oriented

Strives for Positive Results

Knowledge, Skills, Abilities and Other (KSAOs)

• Understanding of basic invoicing practices, processes, and procedures
• Some knowledge of financial analysis, invoice statements, basic accounting practices preferred
• Ability to understand contract language as it relates to invoices
• Verbal and written communication skills needed to interact effectively with both internal and external customers
• Ability to build and manage professional relationships with external customers
• Ability to partner with internal department liaisons to recommend and / or implement solutions
• Proficient in analyzing invoice data to provide advice and make recommendations based on results
• Efficient in operating personal computer and business software
• Normal work office environment. Standard work hours may be required to adjust work hours as needed

Last updated : 2024-04-30