Management Trainee

Job Description Inviting applications for the role of Management Trainee - Accounts Payable-Invoice Processing We are looking for a candidate with good understanding and ability to perform day-to-day Accounts Payable Operations focused on Invoice Processing activities while meeting the agreed metrics. In this role, the shortlisted candidate will be responsible for invoice processing and coordinate with vendors, Procurement (buyers & requestors), sales, and other relevant Finance teams within Client to resolve queries / issues related to invoices and post them to vendor accounts. Responsibilities: - Receive invoices in multiple invoice receipt modes including PDF, email, EDI, download from vendor portals, received from Client teams, etc. Perform Invoice processing (PO & Non-PO) activities of indexing, validation & posting based on the input received from vendors and Client teams. - Work with large volume excel spread sheet to validate the data and post invoices as per the defined process guidelines. Utilize automation tools available for large volume of invoice postings and validations. - Work with different teams including Client AP team, vendors, procurement, and sales teams in resolving invoice rejections and Invoice exceptions (reverse, re-post, solve master data issues, po issues, price, quantity, General Ledger etc.). - Experience in handling goods returns related queries i.e., shipping returns - Full returns, partial returns, restocking, RMA returns etc. - Update invoice queries in the tracker and establish required follow up as per the defined follow up guidelines, with both vendors & Client teams and escalate in a timely manner to resolve issues. - Closely work with Client teams in resolving exceptions related to goods receipt, price, quantity, and other PO issues and post the invoices in a timely manner. - Maintain 100% accuracy & turnaround time in invoice processing and support delivery Manager in circulating necessary reports. - Update exception logs for process related exceptions and explanations as and when received Client AP teams, and other audit and quality teams. - Update SOPs as and when there is a change in the process and approved by relevant Client AP team and approvers. - Independently perform transactional tasks within defined process compliance. - Act as first point of contact for escalations to resolve any outstanding queries from Vendors and Client teams. - Perform reconciliations for assigned vendor accounts as per the defined timelines with accuracy, reconciliations include Vendor statement reconciliation, goods received vs. invoice receipt (GRIR) analysis, resolve vendor disputes & resolve invoice blocks. Establish approved follow up mechanism to resolve and close the open items with accuracy. - Adhere to internal compliance policies and guidelines established by the management on daily operational activities. - Periodically review supplier accounts on direct debits, duplicate payments, clear vendor Credits and Debit balances and support in resolving payment fallouts and invoice blocks. - Make corrections to the transactions as per the guidance received from quality and audit teams. - Support and contribute to data collation & report building for agreed operational metrics. - Required hands-on experience in using excel to create reports, Pivot table, formatting and cleansing the data. - Record process improvement opportunities in allotted work area and work with subject matter experts and transformation team to develop solutions for betterment. - Perform transaction research (deep dive and build insights) to create root cause analysis for the error / issues reported by Client AP team and other audit and quality teams. - Support quality/audit teams in transaction audits and share relevant support documents with appropriate approvals as and when requested. - Support team priorities and initiatives. Additional Responsibilities: - On dailybasis coordinate with Manager on distribution of the work based on resources available for the day. - Review/update Standard Operating Procedures (SOPs) as and when changes are approved by Client AP team. - Work closely with Client team to review AP ageing and establish follow up mechanism to resolve and close open items with accuracy. Support Client AP teams in building Cash flow / payment forecasting where necessary. - Develop and maintain comprehensive documentation related to processes, best practices, and resolutions. - Periodically review Standard Operating Procedures (SOPs) with Client SMEs to capture the changes and get them signed off with relevant approvers. - Identify process improvement projects and work with Client SMEs and Transformation to formalize the solutions and support in implementation on the ground. - Review /update Root Cause Analysis (RCA) provided by the accountant and work with Client-SMEs in formalizing the resolutions and updating them into SOPs. - Perform payment sample audit and educate the teams on errors with approved resolution. Record errors along with Corrective Action and Preventive Action (CAPA) for the errors. - Review issues highlighted by the Clint team and audit teams, perform appropriate deep dive analysis to build Actions to prevent recurrence. - Partner with Client SME to gather and record process updates and resolutions for exceptions and educate the teams. - Work with SME, manager and controls teams to review and update the controls from time to time and ensure on the adherence to the defined Invoice process controls. - Work with Client SME and managers to develop health metrics and help to adopt them at the ground level. - Involve and contribute to operational governance meetings at country / Business Unit (BU) level. - Conduct training sessions and workshops to enhance team knowledge and skills in the assigned scope of work. - Perform transaction audit and educate the team on errors with approved solution. Record errors and preventive actions in the designated log and obtain sign off with internal management as per agreed guidelines. Qualifications we look for in you Minimum Qualifications / Skills - Bachelor's degree in commerce or business administration. - Relevant work experience - in a Global environment in Hi-tech, manufacturing and IT distribution industry. - Experience of working in ERP's Microsoft Dynamics, Oracle, SAP and AP workflow. - Proficiency in using MS office applications such as Word, Excel, PowerPoint. - Required to work in US time zones. - Should have transformation mindset and participated in transformation projects. - Must have experience in SOP documentation and process mapping. - Excellent written and verbal communication skills in English. - Ability to work both individually and in a team environment. - Excellent problem solving and time management skills. - Ability to think creatively and highlight the issues on time for better resolution. - Capable of multitasking and completing the tasks accurately. Preferred Qualifications/ Skills: - Experience with Advanced Excel & Visio will be an advantage. - Working with Microsoft Dynamics -AX preferred. - Flexible working late hours, especially during month/quarter end or as per business discretion. - - - - -