Inventory Control & Invoice Processor

Case Paper; Philadelphia (Philadelphia County); On-site; USD 60,000 - 75,000; Full time

Job summary

Case Paper is seeking a detail-oriented professional to support end-to-end transactional workflows including receiving documentation, inventory entry, manifest control, and month-end reconciliation.

You will coordinate across Receiving, Purchasing, Finance, Inventory, and Operations to ensure accuracy in manifests, invoices, and POs, while maintaining documentation and timely closures.

Qualifications

• Advanced attention to detail with strong reconciliation, data-entry, and numerical skills.
• Ability to compare supporting documents, identify discrepancies, and resolve exceptions before processing or approval.
• Comfort working in AS400/ERP systems, DocuWare, Excel, and document-based workflows.
• Strong organization and filing/document-control discipline.
• Prompt, professional communication and effective interdepartmental collaboration.

Responsibilities

• Manifest, Invoice & PO Reconciliation: reconcile daily, code invoices, file documents.
• Inventory & Receiving Transaction Control: pre-enter and confirm manifests, maintain accuracy of inventory data.
• Document Control & Administrative Support: file manifest packets and maintain documentation.
• Month-End Reconciliation: ensure manifests, POs, and KeyRecs are closed and reconciled by month-end.
• Cross-Training & Coverage: roles will be cross-trained to provide backup during absences and peaks.

Skills

Attention to detail

Data entry

Numerical accuracy

Reconciliation

Documentation

Time management

Communication

Collaboration

Self-starter

Attendance

Tools

AS400/ERP

DocuWare

Excel

Job description

Position Summary

Responsible for the end-to-end transactional workflow supporting receiving documentation, inventory entry, manifest control, invoice and PO reconciliation, document filing, special inventory transactions, and month-end reconciliation. This role requires strong attention to detail, numerical accuracy, investigative follow-through, and coordination across Receiving, Purchasing, Finance, Inventory, and Operations.

Primary Responsibilities

Manifest, Invoice & PO Reconciliation

• Reconcile manifests and invoices: Reconcile daily; Review Docuware for mill invoices, balance manifest against invoices and ensure freight charges are updated (including CP pick up frt charges). Approve and code invoice
• Match KeyRecs to receiver paperwork and manifests: Match KeyRec to packing slip and manifest printout; file appropriately after mill invoice approval.
• Close all POs tied to manifests: Close all POs tied to manifests in a timely manner.

Inventory & Receiving Transaction Control

• Pre-enter manifest inventory transactions: Pre-enter manifest inventory transactions before receipt/confirmation.
• Confirm manifests: Confirm manifests against check-in information.
• Maintain and update inventory spreads: Maintain inventory spreads for accuracy.
• Maintain oversight of receiving documentation: Ensure receiving documents are complete, accurate, and retained.
• Confirm Vital container receipt: Confirm receipt of each container with copy of POD and signature. Maintain spreadsheet sent by mill and respond as received.
• Obtain handwritten BOL for presold inventory not entered/received: Get handwritten BOL when presold inventory has not yet been entered or received. Create manifest, create the order based on hand written BOL then ship for billing to bill.
• Charta Process: Charta comes in and entered as customer owned. When sold, remove from customer owned and bill mill for product as N/C. Request PO from purchasing for stock, mainefst and make available. EM CS to advise stock is available.

Document Control & Administrative Support

• File manifest packets: File manifest packets as backup to Lisa.

Month-End Reconciliation

• Ensure all manifests are reconciled: All manifests must be fully reconciled by month end.
• Ensure all POs are closed: All POs tied to manifests must be closed.
• Ensure all KeyRecs are matched and filed: All KeyRecs must be matched and filed.
• Resolve all open reconciliation variances: No open reconciliation variances at month end.

Cross-Training & Coverage

Both positions will be cross-trained to provide backup coverage during absences, workload peaks, and month-end. Each employee is expected to understand the upstream and downstream impact of assigned tasks and provide coverage for the companion role when needed.

Qualifications & Performance Expectations

• Advanced attention to detail with strong reconciliation, data-entry, and numerical skills.
• Ability to compare supporting documents, identify discrepancies, and resolve exceptions before processing or approval.
• Comfort working in AS400/ERP systems, DocuWare, Excel, and document-based workflows.
• Strong organization and filing/document-control discipline.
• Prompt, professional communication and effective interdepartmental collaboration.
• Self-starter with dependable, on-time attendance and ability to manage recurring daily and month-end deadlines.
• Accuracy, timeliness, completeness, issue identification, and follow-through are core performance measures.