Vendor Invoice Escalations Analyst 1

Overview

This role involves owning escalated vendor invoice exceptions and driving vendor-facing resolution across a mobile, on-site, and ERS vendor network. Work sits above first-line offshore AP operations that handle invoice matching and routine PO exception processing. You will own what the offshore team cannot resolve—escalations, judgment calls, and direct vendor conversations—while also spot-checking offshore output for accuracy and coaching recurring error patterns.

This is a financial-reasoning role focused on understanding how a purchase order, a dispatch record, and a contracted labor rate should reconcile—and being able to explain discrepancies to vendors, Accounts Payable, or Vendor Management.

Responsibilities

• Escalation & Exception Ownership: Take ownership of invoice exceptions escalated beyond first-line resolution, including complex or ambiguous cases across:
  • No/Invalid PO
  • Not Dispatched
  • Not Received
  • PO Canceled
  • PO Closed
  • Price Does Not Match
  • Vendor Mismatch
    Apply accounting judgment to determine root cause and drive correct resolution.
• Vendor & AP Communication: Serve as the direct point of contact with vendors on disputed or escalated invoice discrepancies, and with Accounts Payable regarding payment timing and exceptions. Drive issues to closure with financial accuracy.
• Offshore Quality Oversight: Spot-check invoice and PO exception resolutions completed by the offshore team; identify recurring error patterns and provide coaching/feedback to improve first-line accuracy and reduce re-escalation volume.
• Credit Card Transaction Review: Review credit card transactions against supporting documentation, applying basic accounting principles to confirm proper billing and flag unsupported or inaccurate charges.
• Invoice Review & Reconciliation: Apply financial and accounting fundamentals to match vendor invoices against purchase orders, dispatch records, and contracted labor rates for escalated or higher-complexity cases.
• No PO/No Pay Compliance: Apply no-PO/no-pay standards and flag where existing escalation thresholds aren’t working.
• Data Analysis & Reporting: Monitor invoice aging and exception volume/type by vendor and by offshore vs. escalated resolution. Compile recurring and ad hoc trend reports for leadership and Vendor Management.
• Process Documentation & Improvement: Follow and help refine escalation criteria and exception-handling standards so the offshore/onshore split remains well-defined; recommend process changes that reduce recurring exception types.
• Cross-Functional Support: Partner with Vendor Account Managers on rate-compliance questions and with Accounts Payable on payment timing, providing the financial detail behind vendor accountability decisions.

Key Competencies

• Strong foundation in basic accounting and financial principles (understands how purchase orders, invoices, and payment terms should reconcile).
• Comfortable owning ambiguous, escalated cases rather than relying on a fixed checklist.
• Confident communicating with vendors on disputed charges, including the ability to maintain a firm, professional line in escalated conversations.
• Able to review and coach offshore output by spotting patterns, explaining the “why,” and tightening standards over time.
• Clear written communication and ability to document escalation criteria and exception standards.
• Comfortable using data to support recommendations or identify trends without formal authority to negotiate or decide.

Requirements

• Education: Associate's or Bachelor's degree in Accounting, Finance, or a related field strongly preferred.
• Experience: 3–5+ years of experience in accounts payable, accounting, or a related financial function, with real exposure to reconciliation and financial judgment calls (not solely high-volume processing).
• Additional Experience (Preferred): Experience resolving escalated or disputed invoice, PO, or credit card discrepancies.
• Systems/Data: Excel and Outlook required; experience with ERP, AP, or procurement systems a plus.

Preferred Qualifications

• Experience working alongside or overseeing an offshore/outsourced operations team.
• Familiarity with AI-powered productivity tools (e.g., Co-pilot, Claude, Gemini, etc.).

Compensation & Benefits

• Pay: Competitive salary, paid weekly every Friday. Salary range: $65,000–$75,000 depending on experience.
• Benefits (Full benefits within 30 days):
  • Medical, dental, vision, prescription drug coverage
  • Life insurance and disability insurance
  • 401(k) match program
  • Paid vacation, holidays, and sick time
  • Boot and prescription safety glasses reimbursement
  • Career and learning development with an extensive training program
  • Employee referral program (up to $1,000 bonus)
  • ASE certification program with fee reimbursement and bonus
  • Employee recognition platform with opportunities to redeem points for merchandise
  • Employee Assistance Program (EAP)
  • 24/7 nurse triage line
  • Employee discounts on cell phone service and entertainment tickets
  • Employee resource groups (ERGs)
  • Wellness and fitness programs through providers

Location & Working Conditions

• Primarily desk-based with minimal to no travel required.
• Based within or near the assigned region (United States).
• Regular coordination with an offshore operations team; some flexibility across time zones may be needed.