Accounts Payable (AP) Helpdesk Executive

Xpheno; Mumbai; On-site; INR 350,000 - 650,000; Full time

Job summary

Xpheno is seeking an Accounts Payable Helpdesk Executive in Mumbai to be the first point of contact for AP queries. You will support invoice processing, vendor management, and ticket resolution, while ensuring SLAs are met and stakeholders are coordinated efficiently.

The role requires strong communication, problem-solving abilities, and hands-on experience with AP processes and ERP systems such as Jira, Coupa, and Oracle Fusion.

Qualifications

• Experience in Accounts Payable Helpdesk or AP Operations.
• Strong understanding of Invoice Processing, Vendor Management, Payment Processing, and AP Workflows.
• Hands-on experience with Jira, Coupa, Oracle Fusion, or similar ERP applications.

Responsibilities

• Manage AP shared mailbox and helpdesk queue.
• Log, assign, monitor, and resolve tickets using Jira or Service Management tools.
• Ensure SLA compliance for all assigned tickets.
• Escalate critical and aging issues to appropriate teams.
• Verify invoice receipt and processing status.
• Resolve invoice exceptions and PO matching issues.
• Coordinate with business approvers for pending approvals.
• Support invoice intake, routing, and workflow management.
• Respond to vendor payment-related inquiries.
• Assist with vendor onboarding and vendor master maintenance.
• Resolve payment rejections, bank detail update requests, and remittance inquiries.
• Provide payment status updates to vendors and internal stakeholders.
• Investigate delayed, rejected, or failed payments.
• Coordinate with Treasury and AP teams for payment-related issues.
• Collaborate with Procurement, Treasury, Corporate Accounting, Finance, Business Users, and AP Operations.
• Provide timely updates on open tickets and escalations.
• Deliver high-quality customer service to internal and external stakeholders.
• Monitor ticket volumes, response times, SLA adherence, and backlog.
• Identify recurring issues and recommend process improvements.
• Support automation and continuous improvement initiatives.

Skills

AP Helpdesk

Invoice Processing

Vendor Management

Ticketing / SLA

MS Excel

Stakeholder Management

Analytical Thinking

Education

Bachelor's Degree in Commerce/Finance

Tools

Jira

Coupa

Oracle Fusion

Job description

About the Role

We are looking for an Accounts Payable (AP) Helpdesk Executive to serve as the first point of contact for all Accounts Payable-related queries. The role involves supporting invoice processing, vendor management, payment status inquiries, ticket resolution, and stakeholder coordination while ensuring adherence to defined service levels (SLAs). The ideal candidate should possess excellent communication skills, strong problem-solving abilities, and experience working with AP processes and ERP systems.

Key Responsibilities

Inquiry & Ticket Management

• Manage AP shared mailbox and helpdesk queue.
• Log, assign, monitor, and resolve tickets using Jira or Service Management tools.
• Ensure SLA compliance for all assigned tickets.
• Escalate critical and aging issues to appropriate teams.

Invoice Support

• Verify invoice receipt and processing status.
• Resolve invoice exceptions and PO matching issues.
• Coordinate with business approvers for pending approvals.
• Support invoice intake, routing, and workflow management.

Vendor Support

• Respond to vendor payment-related inquiries.
• Assist with vendor onboarding and vendor master maintenance.
• Resolve payment rejections, bank detail update requests, and remittance inquiries.

Payment Status Management

• Provide payment status updates to vendors and internal stakeholders.
• Investigate delayed, rejected, or failed payments.
• Coordinate with Treasury and AP teams for payment-related issues.

Stakeholder Management

• Collaborate with Procurement, Treasury, Corporate Accounting, Finance, Business Users, and AP Operations.
• Provide timely updates on open tickets and escalations.
• Deliver high-quality customer service to internal and external stakeholders.

Reporting & Process Improvement

• Monitor ticket volumes, response times, SLA adherence, and backlog.
• Identify recurring issues and recommend process improvements.
• Support automation and continuous improvement initiatives.

Required Skills

• Experience in Accounts Payable Helpdesk or AP Operations.
• Strong understanding of Invoice Processing, Vendor Management, Payment Processing, and AP Workflows.
• Hands-on experience with Jira, Coupa, Oracle Fusion, or similar ERP applications.
• Knowledge of SLA management and ticketing systems.
• Excellent communication and stakeholder management skills.
• Strong analytical and problem-solving abilities.
• Proficiency in MS Excel and Microsoft Office.

Preferred Qualifications

• Bachelor's Degree in Commerce, Finance, Accounting, or related discipline.
• Experience working in Shared Services (SSC), GCC, or Finance Operations environment.
• Exposure to AP automation tools is an added advantage.