Off Invoice Specialist

Magnum Ice Cream Co.; Viladecans; On-site; EUR 42,000 - 62,000; Full time

Benefits offered by this job

Equal opportunity employer

Professional development opportunities

Job summary

Magnum Ice Cream Company is seeking an Off‑Invoice Specialist to coordinate, validate and control discounts, rebates, and deductions for Spain. You’ll liaise with Sales, Finance, Customer Service, and partners to ensure correct documentation and timely settlements.

The role emphasizes complex, non‑standard processes in the OOH channel, with a focus on accuracy, compliance, and continuous improvement across trade instruments.

Qualifications

• Experience in Off-Invoice processes and O2C operations.
• FMCG industry exposure with complex trade terms is valued.
• Strong analytical skills with high attention to detail.

Responsibilities

• Validate off-invoice claims, rebates, and deductions against agreements.
• Review invoices, lists, receipts and documentation for accuracy.
• Coordinate with Sales, Finance, and Operations for settlements.
• Maintain concessionaire documentation and archival records.
• Identify discrepancies and drive improvements in processes.
• Ensure compliance with internal controls and audit trails.

Skills

SAP S/4HANA (SD/FI)

Salesforce

HighRadius

Excel

Data analysis

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, standardise, 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 prioritise 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 standardise processes.

Why This Role Matters

This role plays a key part in ensuring the accurate management of commercial agreements, claims, rebates, and deductions. Working closely with Sales, Finance, and Operations teams, you will help maintain strong customer relationships, ensure compliance, and support the efficient execution of non‑standardised OOH commercial processes.

Why join us?

This is a place for people who are passionate about ice cream and are growth obsessed - both for the business and for themselves. People who act like an owner and drive our business end‑to‑end. People who are driven by success to deliver more than we ever thought we could!

You’ll thrive here if you value an inclusive culture, with low ego and hierarchy - and if you’re excited to continuously learn and challenge how we work, using digital, data, and new thinking to push us forward.

• Roles with real accountability and visible impact
• Free to move fast, experiment and challenge how things are done
• Continuous learning and development as the business grows
• Reward linked to performance and contribution.

Your career here is shaped by what you deliver, as you work across functions and markets and grow with the business.

Additional Information

The Magnum Ice Cream Company is an Equal Opportunity Employer. We embrace diversity and are committed to creating an inclusive environment where everyone can do their best work regardless of age, disability, gender identity, race, religion, sexual orientation, or any other protected characteristic.

If you are an individual with a disability and require assistance at any time during our recruitment process, please let your Talent Acquisition Partner know.