Job Description
Invoice processing - Procurement specialist
Integrated Facilities Management Corporate Solutions (region/country)
What this job involves:
Being on top of facilities and operations costs
Balancing the planned budget and actual costs requires extensive financial knowledgethat's why we're on the lookout for a billing expert who can get the job done flawlessly.
Guided by the procurement manager, you'll extend administrative and accounting support to both facility and engineering management teams. All invoices received from our vendors will also be on your watchensuring that they are checked, verified and authenticated based on regulatory standards.
Part of your daily checklist will be to work closely with our Client's Accounts Payable Team to guarantee the timely receipt of payments and processing of invoices within the cut-off. You'll also receive crucial certificates, which you will hand over to our respective vendors. In all your tasks, you should aim to meetand even go beyondthe team's expectations.
Specific duties
Invoice Processing:
l Receive, review, and process invoices from vendors for goods and services rendered.
l Verify accuracy of invoices, ensuring that billing details match purchase orders or contracts.
l Collaborate with finance or accounting teams to resolve any discrepancies or issues.
l Ensure timely and accurate processing of invoices and adherence to payment deadlines.
Vendor Management:
l Maintain relationships with vendors and suppliers, including communication and issue resolution.
l Support vendor onboarding and ensure vendor compliance with established policies and procedures.
l Collaborate with vendors to address inquiries, resolve billing disputes, or negotiate contract terms.
l Conduct periodic vendor evaluations to assess performance and adherence to service-level agreements.
Purchase Orders and Procurement:
l Coordinate the procurement process for facility-related goods and services.
l Generate purchase orders based on approved requisitions or requests.
l Liaise with suppliers to obtain quotes, negotiate pricing and terms, and ensure timely delivery.
l Collaborate with stakeholders, such as operations and finance, to gather purchasing requirements and ensure compliance with procurement guidelines.
Contract Management:
l Assist in reviewing and managing contracts with vendors and service providers.
l Maintain contract records and monitor contract renewals, extensions, and terminations.
l Collaborate with legal or contract management teams to ensure compliance with contractual terms and conditions.
l Provide input or recommendations for contract negotiations or amendments as needed.
Inventory Management:
l Assist in monitoring inventory levels of facility-related supplies, equipment, or materials.
l Coordinate with colleagues to forecast procurement needs and maintain appropriate stock levels.
l Conduct periodic inventory audits to ensure accuracy and minimize waste or excess inventory.
l Reporting and Documentation:
l Generate reports on invoice processing, procurement activities, and vendor performance.
l Maintain accurate and organized documentation related to invoices, contracts, purchase orders, and vendor communications.
l Provide data and analysis to support financial reporting, budget planning, and forecasting.
Qualification:
Bachelor's degree in Business Administration, Finance, Supply Chain Management, or a related field.
Previous experience in invoice processing, procurement, or a similar role, preferably within the facilities management industry.
Strong knowledge of procurement processes, invoice validation, and vendor management.
Familiarity with contract management principles and best practices.
Proficiency in using procurement software or enterprise resource planning (ERP) systems.
Attention to detail and strong analytical skills.
Excellent communication and negotiation abilities.
Ability to multitask and manage conflicting priorities in a fast-paced environment.
Strong organizational and problem-solving skills.
Knowledge of relevant laws and regulations related to procurement and invoicing is advantageous.
Keeping track of reports and project updates
This role is a great opportunity to showcase your analytical skills as you'll be tasked to generate reports. On top of this, you'll also take care of data needed for making cost sheets, annual budgets and quarterly business reviews. You'll also manage all monthly financial, outsourcing and management reports to be submitted to the facilities manager. Also part of your scope is to handle other reports required by the team.
Sound like you To apply you need to be:
An accounting expert
Are you a commerce degree holder with three to four years experience in accounts and finance Do you have a solid background in reporting procedures Do you have a strong working knowledge of account reconciliation, financial summaries and cash flow statements
If you said yes to all these, we're more than happy to discuss this opportunity with you!
What we can do for you:
At JLL, we make sure that you become the best version of yourself by helping you realise your full potential in an entrepreneurial and inclusive work environment. We will empower your ambitions through our dedicated Total Rewards Program, competitive pay and benefits package.
Apply today!
