Pavithra M

Finance and Administration Delivery

• Invoice processing using SAP tool. Processing of both PO, Non-PO, Custom, and Freight, Utility, and Down Payment invoices using MIRO and FB60 based on their SLA due date. And completing all the invoices and assigning them among the team to complete all workflows to maintain POT.

• Routing to requestor for information (RFI) if missing details like GR, GL and cost center and asking them for the solution in order to post the Invoice. And following up on those invoices for which we didn`t received any responses based on the aging items.

Job Description/Responsibilities

· Inquiry Handling: Responding to inquiries from internal employees and external vendors or suppliers regarding invoices, payments, and accounts payable policies. This includes providing information, clarification, and guidance as needed. Creation of sales order in SAP for LATAM American country Brazil & Mexico.

· Issue Resolution: Investigating and resolving issues or discrepancies related to invoices, payments, and vendor accounts. This may involve collaborating with other departments, such as procurement or finance, to address and resolve problems effectively. Monitoring the queue to ensure the orders are assigned on timely manner.

· Vendor Communication: Acting as a liaison between the organization and its vendors or suppliers. This includes handling vendor inquiries, addressing payment concerns, and maintaining positive vendor relationships. Validation of payment terms and price holds / pricing agreement.

· Policy Guidance: Providing guidance and explanations regarding accounts payable policies and procedures to internal employees and external parties. This ensures that everyone involved understands and complies with established protocols.

· Payment Status Updates: Keeping stakeholders informed about the status of payments, including payment confirmation, pending payments, and processing timelines.

· Documentation and Record-Keeping: Maintaining accurate records of inquiries, issues, and resolutions. This documentation is essential for tracking trends, identifying recurring problems, and ensuring transparency.

· Training and Support: Offering training and support to internal employees who interact with the accounts payable process. This helps them understand how to submit invoices, track payments, and follow established procedures.

· Escalation Management: Managing and escalating complex issues or disputes to the appropriate personnel within the accounts payable department or other relevant departments for resolution.

· Process Improvement: Identifying opportunities for process improvement based on the feedback and inquiries received. Suggesting changes to streamline accounts payable processes and enhance efficiency.

· Data Analysis: Analyzing data related to inquiries and issues to identify patterns, bottlenecks, or areas that require attention. Using data-driven insights to improve the helpdesk's effectiveness.

· Quality Assurance: Implementing quality control measures to ensure accurate and timely responses to inquiries and resolution of issues. Monitoring the performance of the helpdesk team to maintain service quality.

· Compliance and Security: Ensuring that all interactions and transactions comply with financial regulations and security protocols. Protecting sensitive financial information from unauthorized access.

· Customer Satisfaction: Measuring and improving customer satisfaction levels by soliciting feedback, addressing concerns, and continuously enhancing the helpdesk's services.