Senior Associate - Payment Processing

Milestone Career Planner; Northern (KY); Hybrid; USD 65,000 - 85,000; Full time

Job summary

Milestone Career Planner is seeking an experienced payments specialist to own the end-to-end approval workflow for key clients in a back-office setting.

You will verify documents, resolve defects, and mentor junior staff while ensuring timely, accurate, and well-documented approvals. The role requires collaboration with suppliers, internal teams, and client contacts across time zones.

Qualifications

• 4–7+ years in back-office operations/accounts/procure-to-pay, ideally in a BPO/shared services setting.
• Proven track record of handling complex payment approval cases with minimal supervision.
• Comfortable using spreadsheets (lookups, filters, pivots) and any standard accounting/ERP tool (training provided).
• Strong written and spoken communication with vendors and client teams.
• People support skills: coaching juniors, giving constructive feedback, and managing detail focus, ownership, and a continuous-improvement mindset.
• Willingness to work in client time zones when required.

Responsibilities

• Own the end-to-end payment approval workflow for key clients.
• Confirm that purchase orders, invoices, delivery confirmations, statements, bank details and all related documents are lined up before approval.
• Triage mismatches or missing details; work with suppliers and internal teams to close gaps quickly.
• Mentor junior associates, review their work, share feedback, and help with training/onboarding.
• Provide clear updates to client contacts and internal managers; manage expectations and timelines.
• Publish weekly/monthly status reports (volumes, accuracy, pending).
• Spot bottlenecks and propose practical fixes (checklists, templates, clearer steps, basic automation ideas).
• Keep complete, organized records and follow maker–checker style reviews where relevant.
• Keep procedures up to date; suggest improvements to ensure consistency across the team.

Skills

Back-office operations

Procure-to-pay

Stakeholder management

Mentoring

Communication

Process improvement

Attention to detail

Education

Bachelor’s degree in Commerce/Business/Finance

Tools

Excel

ERP system

ClickUp

Jira

SharePoint

Drive

Job description

Own the end-to-end payment approval workflow for key clients. Handle complex cases,

guide junior staff, improve how the process runs, and make sure approvals are accurate,

timely, and well-documented.

What You’ll Do

Payment Reviews: Confirm that purchase orders, invoices, delivery confirmations,

statements, bank details and all related documents are lined up before approval.

Issue Resolution: Triage mismatches or missing details; work with suppliers and

internal teams to close gaps quickly.

Team Guidance: Mentor junior associates, review their work, share feedback, and

help with training/onboarding.

Stakeholder Management: Provide clear updates to client contacts and internal

managers; manage expectations and timelines.

Reporting: Publish weekly/monthly status reports (volumes, accuracy, pending

Process Improvement: Spot bottlenecks and propose practical fixes (checklists,

templates, clearer steps, basic automation ideas).

Controls & Audit Trail: Keep complete, organized records and follow

maker–checker style reviews where relevant.

SOP Ownership: Keep procedures up to date; suggest improvements to ensure

consistency across the team.

What You’ll Bring

4–7+ years in back-office operations/accounts/procure-to-pay, ideally in a

BPO/shared services setting.

Proven track record of handling complex payment approval cases with minimal

supervision.

Comfortable using spreadsheets (lookups, filters, pivots) and any standard

accounting/ERP tool (training provided).

Strong written and spoken communication with vendors and client teams.

People support skills: coaching juniors, giving constructive feedback, and managing

Detail focus, ownership, and a continuous-improvement mindset.

Willingness to work in client time zones when required.

Nice to Have (Not Mandatory)

Experience with hospitality/retail or multi-site businesses.

Familiarity with workflow/document tools (e.g., ClickUp/Jira/SharePoint/Drive).

Exposure to simple automation/RPA or BI dashboards.

How We Measure Success

Timeliness: On-time completion of cases (TAT).

Queue Health: Low rework/returns; fast closure of aged items.

Team Impact: Measurable uplift in junior team accuracy and speed.

Process Wins: Improvements with visible results (time saved, errors reduced).

Documentation: Clean, audit-ready files and up-to-date SOPs.

Education

Bachelor’s degree in Commerce/Business/Finance (or similar). Equivalent

experience considered.

What We Offer

Competitive salary and benefits.

Leadership path into Team Lead / Operations Specialist.

Structured onboarding, training, and regular feedback.

Supportive culture focused on quality and improvement.