Invoicing Manager

4 weeks ago

india Vitasta Consulting Pvt Ltd Full time

The manager is responsible for the management of vendor relationships, coordinates with the finance and sourcing director and the operations team, as well as comprehensively manage the vendor payments (Corporate IT Systems) the IT division is responsible. The Manager is responsible for supporting management of projects and handling the internal operational functions related to establishment and maintenance of corporate support systems. The Manager will additionally coordinate and address operational issues such as including but not limited to vendor relationships, programmatic planning, contracts, communications, and corporate reporting. The manager will support projects or special initiatives carried out by the operations department.

 

Principal Duties and Responsibilities (Essential Functions)  

 Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  

· Processes GTI payment requests for equipment and/or software procurements and facility professional services in a timely manner. 

· Tracks obtained approvals, coordinates with F&A/Accounts Payable managers on the best practices for accuracy and expediency to ensure accuracy of data entry of invoices, billing codes, GL codes, and check requests. 

· Responsible for the systematic execution of processes and procedures for the timely and cost effective purchasing of IT products and services 

· Processes GTI procurement requests, obtains price quotes and approvals, creates procurement and leasing orders, verifies billing and expense codes and delivery locations.

· Reviews, analyzes, and resolves directly with Accounts Payable, errors in reports, statements, invoices, and other materials to ensure compliance with all necessary regulations. 

· Produces monthly Invoicing reports to for the Operations Director, including funds spent to date, forecast, and budget remaining for all major line items. 

· Serves as the administrative lead for the GTI division and briefs the Head of IT Strategy and Planning on pertinent operational issues.

· Manages supplier relationships and service level administration for vendors from a contractual perspective 

· Communicates with vendors on transactional basis and Evaluates supplier base for cost savings opportunities 

· Liaises with other departments, units and individuals on joint planning of activities when the operations support is required, including contract management, personnel relations, and targeted training.

· Fosters and demonstrates a workplace inclusive of creating opportunity, serving others, building trust, innovation, and exceeding expectations. 

· Receives constructive feedback and uses feedback to improve performance and grow professionally; may provide feedback to junior staff as necessary. 

· Performs other duties and responsibilities as required. 

 

Procurement and Finance:

· As part of the procurement professionals, manages procurement processes, of hardware, software, facilities services and commodities, including obtaining quotes and working with GTID staff to make sure quotes are accurate, competitive, and in accordance with commercial and USG procurement and compliance regulations.

· Maintain tracker of expiring products and recurring service costs; notify appropriate department contacts of expiration; and reach out to vendors to initiate renewal process in consultation with the technical teams.

· Supports GTID budgeting, financial management, scheduling and monitoring implementation as assigned

 

Qualifications   

To perform this job successfully, an individual must be able to perform each essential duty and responsibility satisfactorily. The requirements below represent the knowledge, skills, and/or abilities required.   

 

· Minimum 4 years relevant work experience, including significant experience with complex purchasing or procurement for IT-related equipment, services, and software

· Bachelor's degree or equivalent work experience required.

· Possess a comprehensive understanding of procurement and contract management for USG regulations and guidelines in order to provide support and guidance in a strategic manner

· Strong knowledge of MS Office applications. 

· Proficient in Excel spreadsheets and formulas. 

· Strong organizational and work prioritization skills and attention to detail. 

· Ability to solve problems creatively, multitask, work under tight deadlines, and learn new concepts quickly

· Able to work independently and as part of a team, prioritize, and carry out assignments to timely completion with minimum instructions. 

· Demonstrated resourcefulness in problem-solving and initiative to learn new skills. 

· Demonstrated ability to communicate clearly and concisely orally and in writing. 

· Demonstrated ability to follow standard practices and procedures, receive general instruction and supervision on work progress, and make significant contributions to end results.

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