Off Invoice Specialist

Magnum Icc Sweden Supply Ab; Viladecans, Barcelona; On-site; EUR 40,000 - 55,000; Full time

Job summary

Magnum Icc Sweden Supply Ab seeks an Off-Invoice Specialist to coordinate, validate, and control discounts, rebates, and deductions for Spain. You will act as the local interface between Sales, Finance, and Customer Service, ensuring complete documentation and accurate settlement for non-standard processes in the OOH channel.

The role requires handling complex, manual processes with a focus on accuracy, compliance with commercial agreements, and strong stakeholder collaboration.

Qualifications

• Previous experience in Off-Invoice processes, trade terms, claims, rebates, deductions, billing, or Order-to-Cash (O2C) operations.
• Experience within the FMCG industry and exposure to complex customer agreements will be highly valued.

Responsibilities

• Validate off-invoice claims, rebates, and deductions before processing.
• Review invoices, lists, receipts and other documentation for accuracy and completeness.
• Reconcile claims against approved terms, trade terms and accruals.
• Coordinate with Sales, Finance and Customer Service to ensure timely processing and settlements.
• Maintain audit trails and comply with internal controls and documentation standards.

Skills

SAP S/4HANA

Salesforce

HighRadius

Excel

O2C

Tools

PDF documents

Job description

Life tastes better with ice cream

With 19.000 expert ice cream colleagues and iconic brands like Wall's, Cornetto and Ben & Jerry's, loved in 76 countries, we are the world's largest Ice Cream company leading the industry.

We create iconic ice cream brands that are part of everyday life, bringing moments of joy to millions of people around the world. Everybody loves ice cream. And as the world's biggest pure‑play ice cream company, we have the scale and ambition to make a real difference.

What truly sets us apart is how we work.

We move fast and keep things simple. We turn ideas into action, trust people to take ownership, and work as one team to win together with integrity. Our culture is high‑performance, collaborative and focused on getting things done.

We're curious and ready for what's next. We embrace digital, use data to make better decisions, and keep learning, including how AI can help us work smarter and serve consumers better.

The role:

The Off Invoice Specialist is responsible for the end‑to‑end local coordination, validation and control of off‑invoice discounts, rebates, preferred agreements and related customer deductions for Spain. The role ensures that claims and supporting documentation are complete, aligned with approved commercial agreements and correctly routed for settlement. It acts as the local interface between Sales, Finance, Customer Service, concessionaires and operational partners, with particular focus on complex, manual and non‑standardised processes in the OOH channel.

Key Responsibilities:

Off‑Invoice Claims & Commercial Validation

• Validate off‑invoice claims, rebates, commercial deductions, and supporting documentation before processing.
• Review invoices, customer lists, receipts, and other documentation to ensure accuracy and completeness.
• Reconcile claims and deductions against approved commercial agreements, trade terms, and accruals.
• Identify and resolve discrepancies, missing information, duplicate claims, and unsupported deductions.

OOH Concessionaire & Documentation Management

• Manage and control concessionaire documentation and physical records, ensuring accurate tracking and archiving.
• Monitor pending documentation and coordinate with Sales and operational teams to ensure timely processing.
• Support the settlement of rebates, discounts, and other commercial agreements.

Operational & Financial Coordination

• Prepare and maintain payment and accrual files for processing by shared service partners.
• Coordinate invoice application, credit notes, claims settlements, and payment follow‑up activities.
• Work closely with Sales, Finance, Customer Service, and external partners to ensure smooth execution of commercial processes.

Stakeholder Management & Issue Resolution

• Serve as the key point of contact for Off‑Invoice topics and commercial claims.
• Investigate exceptions, payment discrepancies, and deduction‑related issues.
• Escalate risks and unresolved issues through the appropriate governance channels.

Compliance, Controls & Continuous Improvement

• Maintain accurate records and audit trails for approvals, trade terms, and settlements.
• Ensure compliance with internal controls, documentation standards, and company policies.
• Track operational performance metrics such as backlog, processing times, and dispute resolution.
• Identify opportunities to simplify, standardize, and improve existing processes.

What We're Looking For

Experience

• Previous experience in Off‑Invoice processes, trade terms, claims, rebates, deductions, billing, or Order‑to‑Cash (O2C) operations .
• Experience within the FMCG industry and exposure to complex customer agreements will be highly valued.

Technical Skills

• Knowledge of SAP S/4HANA (SD/FI modules) .
• Experience with Salesforce, HighRadius , or claims/dispute management tools.
• Strong Excel skills and confidence handling large datasets.
• Ability to manage and review supporting documentation, invoices, and PDF records.

Key Competencies

• Strong analytical and reconciliation skills.
• Excellent attention to detail and accuracy.
• Commercial mindset with the ability to understand contractual agreements and trade investments.
• Structured problem‑solving and critical‑thinking capabilities.
• Strong stakeholder management and communication skills.
• Ability to prioritize workload and manage multiple tasks in a fast‑paced environment.

What Success Looks Like

• Timely and accurate processing of claims and deductions.
• Effective management of backlog and ageing items.
• High levels of data accuracy and documentation quality.
• Fast and efficient dispute resolution.
• Full compliance with audit, control, and documentation requirements.
• Continuous identification of opportunities to improve, simplify, and standardize processes.

What We're Looking For:

Experience

• Previous experience in Off‑Invoice processes, trade terms, claims, rebates, deductions, billing, or Order‑to‑Cash (O2C) operations .
• Experience within the FMCG industry and exposure to complex customer agreements will be highly