Lead Invoice Audit Specialist

MISSION

Achieving excellence through the dedication, innovation, and growth of our employee-owners, creating lasting value with our business partners.

OUR CORE VALUES

• Ownership: As employee-owners, we lead with discipline, act with conviction, and deliver more than is expected.
• Transparency: We cultivate an environment of collaboration, accountability, and trust.

Safety

The principle that shapes our culture, values, and resolve.

JOB SUMMARY

The Lead Invoice Audit Specialist is responsible for the accuracy, integrity, and operational performance of the Invoice Audit team within the Purchasing Division. This role goes beyond individual contribution; it requires ownership of team development, training, workflow strategy, and the identification of cost-saving opportunities, including early pay discounts. The Lead serves as the primary escalation point for complex invoice matters and works closely with internal stakeholders and external suppliers to drive efficiency, accuracy, and continuous improvement across the invoicing function.

ESSENTIAL FUNCTIONS/RESPONSIBILITIES

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

Responsibilities of this position include, but are not limited to, the following

Team Leadership & Development

• Take ownership of the Invoice Audit Specialist team, serving as the primary resource for guidance, escalations, and day-to-day support.
• Train new and existing team members on invoicing processes, ERP workflows, audit standards, and organizational best practices.
• Develop team skillsets, organizational habits, and overall performance through consistent coaching and feedback.
• Monitor team workload and output quality, identifying opportunities to improve efficiency and accuracy.

Invoice Audit & Processing

• Maintain a high level of accuracy in all aspects of invoicing, purchase order pricing, and receiving processes.
• Validate invoices by confirming job name, job number, and purchase order number against corresponding documentation.
• Accurately input and validate invoice data, pricing, freight charges, and unique conditions into the ERP application.
• Process invoices into balanced batch files and submit them to the Accounts Payable team for payment.
• Research and resolve past-due, problematic, or non-compliant invoices, statements, surtax issues, and credits.
• Monitor invoice aging to ensure no invoices exceed 31 days outstanding.
• Track and report on problematic invoices to ensure timely resolution.

Early Pay Discount Management

• Identify and actively manage early pay discount opportunities to generate cost savings for the organization.
• Coordinate with Accounts Payable to prioritize payment timing on eligible invoices.
• Track and report on early pay discount capture rates and savings achieved.

Supplier Communication & Compliance

• Communicate directly with suppliers to resolve invoice discrepancies, disputes, and compliance issues.
• Ensure all invoicing activities adhere to company purchasing and approval policies.
• Maintain and enforce segregation of duties standards within the invoicing function.
• Manage lien waiver issues promptly, coordinating with suppliers and internal teams to ensure proper documentation and resolution.

Records & Reporting

• Create and maintain accurate transaction histories within the ERP application.
• Organize and manage electronic files of packing slips by vendor and month, ensuring accessibility for auditing purposes.
• Support Vista ERP integration by maintaining accurate records and assisting with system transition activities.
• Develop and maintain a high level of proficiency in the Kojo Purchasing Platform, CGC, and Vista ERP systems, serving as a knowledgeable resource for the team on system navigation, functionality, and best practices.

OTHER DUTIES AS ASSIGNED

Please note that this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time, with or without notice.

SUPERVISORY RESPONSIBILITIES

This position has no direct supervisory responsibilities but does serve as a coach and mentor for other positions in the department.

REQUIRED EDUCATION AND EXPERIENCE

• High school diploma or equivalent
• Minimum 2 years of experience in invoicing, accounts payable, or purchasing audit role
• Demonstrated ability to read, write, and communicate in English at a minimum 12th-grade level
• Proficient in Microsoft Office suite (Outlook, Excel, OneNote, SharePoint, etc.)
• Ability to work independently, prioritize tasks, and lead others in a fast-paced environment
• Strong attention to detail, organizational skills, and commitment to accuracy
• Commitment to upholding ethical standards and integrity in financial practices

PREFERRED EDUCATION AND EXPERIENCE

• Associate's or Bachelor's degree in Business, Finance, Accounting, or related field
• Experience with Vista ERP or Kojo Purchasing Platform
• Prior experience in a lead, mentor, or training capacity
• Bilingual

PERSONAL ATTRIBUTES | SKILLS

• Supports our Mission Statement and Core Values.
• Is honest and has the highest integrity.
• Sets the example for others and is above reproach.
• Ability to cope with job pressures in a constantly changing environment.
• Interpersonal and intrapersonal skills.
• Self-motivated.
• Detail-oriented.
• Positive and professional demeanor.
• Strong problem-solving and critical thinking skills.
• Able to handle and manage confidential information.

WORK ENVIRONMENT

• General Office Environment: This position operates in a professional office environment, using standard office equipment such as computers, phones, photocopiers, filing cabinets, etc.
• Environmental Conditions:

The work is performed indoors in a climate-controlled setting with minimal exposure to loud noise, temperature variations, or other environmental factors.

PHYSICAL DEMANDS

• Ability to safely and successfully perform the essential job functions consistent with the ADA, FMLA, and other federal, state, and local standards, including meeting qualitative and/or quantitative productivity standards.
• Ability to maintain regular, punctual attendance consistent with the ADA, FMLA, and other federal, state, and local standards.
• Sitting/Standing: Requires prolonged periods of sitting at a desk, though there may be opportunities for standing and moving around the office as needed.
• Manual Dexterity: Frequent use of hands to operate computer keyboards, mouse, and other office tools, as well as to handle paperwork.
• Visual Requirements: The ability to read and interpret data on computer screens and printed documents is essential.
• Mobility: Occasional lifting of objects weighing up to 25 pounds, such as files, documents, or office supplies, may be requested. Must be able to access all areas of the facility and projects to determine purchasing needs.
• Communication: Regular communication with colleagues, vendors, and other stakeholders requires the ability to exchange information effectively in both verbal and written form.

SCHEDULE AND REQUIRED TRAVEL

• Requires the ability to report to job sites or offices throughout Florida.
• May be requested to work overtime, nights, and weekends.

EOE/APP/Drug-Free Workplace

Equal Employment Opportunity Statement

Tri-City provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.