Supervisor, Invoice Processing

Wheels; Schaumburg (IL); Hybrid; USD 65,000 - 92,000; Full time

Job summary

Wheels, based in Schaumburg, IL, is seeking a Supervisor, Invoice Processing to lead a team of invoice processors and ensure accurate, timely vendor invoicing.

You will train staff, monitor performance, prepare reports, resolve discrepancies, and collaborate across Finance to improve efficiency and compliance. This is a full-time role with a hybrid schedule.

Qualifications

• Bachelor's Degree or 3 years relevant experience preferred
• 3-7 years' experience in Accounts Payable, Billing, Invoice Processing, or Finance
• Minimum 1-year supervisory experience
• Experience with AS400, Oracle, and Excel Spreadsheets is helpful

Responsibilities

• Supervise a team of Invoice Processors
• Assign and monitor daily tasks to ensure timely processing of invoices
• Train, mentor, and evaluate team members' performance, providing feedback
• Fulfill analytical reports and data requests for Finance
• Champion control and reconciliation procedures to ensure accurate client billing
• Maintain a collaborative team attitude that fosters creative developments within the organization
• Ensure that all invoices are reviewed, approved, and processed accurately
• Validate and verify invoices against purchase orders, contracts, and receiving documents
• Resolve discrepancies or issues with suppliers and vendors promptly
• Prepare and review reports related to outstanding invoices, and payment schedules
• Develop and maintain positive relationships with vendors and suppliers
• Address inquiries related to billing, payment status and resolve any invoicing issues or disputes
• Provide invoices and detailed pricing information during audits
• Recommend and implement process improvement, efficiency, and communications initiatives
• Maintain and update processes and procedures documentation
• Explain terms and conditions to managers, clients and interested parties
• Other special projects as assigned

Skills

Analytical skills

Organizational skills

Problem-solving

Attention to detail

Communication skills

Discretion with confidential info

Education

Bachelor's Degree or 3 years relevant experience preferred

Tools

AS400

Oracle

Excel

Job description

Job Description:

The Supervisor, Invoice Processing oversees and leads a team of invoice processors to ensure accurate and timely processing of vendor invoices and other financial transactions. This role is responsible for maintaining effective workflows, verifying invoice accuracy, resolving discrepancies, and ensuring compliance with company policies and accounting standards. The Supervisor will monitor the performance of team members, provide training and guidance, and collaborate with other departments to facilitate smooth financial operations. This position will involve preparing reports, handling escalated issues, and improving processing procedures to enhance efficiency and accuracy.

KEY RESPONSIBILITIES - ESSENTIAL FUNCTIONS

Supervise a team of Invoice ProcessorsAssign and monitor daily tasks to ensure timely processing of invoicesTrain, mentor, and evaluate team members' performance, providing feedbackFulfill analytical reports and data requests for FinanceChampion control and reconciliation procedures and process to ensure accurate client billingMaintain a collaborative team attitude that fosters creative developments within the organizationEnsure that all invoices are reviewed, approved, and processed accuratelyValidate and verify invoices against purchase orders, contracts, and receiving documentsResolve discrepancies or issues with suppliers and vendors promptlyEnsure compliance with internal control procedures and company policiesPrepare and review reports related to outstanding invoices, and payment schedulesDevelop and maintain positive relationships with vendors and suppliersAddress inquiries related to billing, payment status and resolve any invoicing issues or disputesProvide invoices and detailed pricing information during auditsRecommend and implement process improvement, efficiency, and communications initiativesMaintain and update processes and procedures documentationExplain terms and conditions to managers, clients and interested partiesOther special projects as assigned

LEADERSHIP RESPONSIBILITIES

Supervise 10-15 Invoice ProcessorsSupervise, train, and develop invoice processing staff, provide feedback, and administer periodic and annual performance reviews

COMPETENCIES - SKILLS

Strong analytical and organizational skillsAbility to work with varying seniority levels, including staff, managers, clients, and external partnersMust have the ability to work in a fast-paced environmentStrong knowledge of invoice systemsExcellent problem-solving skillsStrong attention to detailExcellent communication and interpersonal skillsAbility to handle confidential information and maintain discretion

EDUCATION and EXPERIENCE

Bachelor's Degree or 3 years relevant experience preferred3-7 years' experience in Accounts Payable, Billing, Invoice Processing, or FinanceMinimum 1-year supervisory experienceExperience with AS400, Oracle, and Excel Spreadsheets is helpful

CORE VALUES

• Integrity - Always act with integrity and honesty.
• One Team - Treat others with dignity and respect; act as a cohesive, inclusive and accountable team that is making a difference.
• Innovation - Drive continuous improvement, spark creativity and embrace next generation thinking.
• Customer Success - Ensure that customer and driver success is at the heart of everything we do.

CULTURAL ATTRIBUTES

• Discipline Drives Quality - Plan the Trip: Think proactively, hold a high bar, follow through by leveraging experience and systems. To produce quality outcomes, we must be intentional and deliberate in everything we do, from big bets to daily execution.
• Intellectually Curious - Fuel Your Minds: Be bold, challenge assumptions, think differently, look outside the box. Strive to unlock your own thinking and create new possibilities.
• Commit and Deliver - Own It: Take responsibility for your work, from start to finish, and be accountable for the results. Think and act like an owner of the business.
• Relationships Matter - Share the Ride: Trust is central, both with key internal and external stakeholders. Relationships are not a side effect of work but a driver of success.

JOB SPECIFICATIONS and WORK ENVIRONMENT

Work Environment: This position is in Schaumburg, Ill and operates in a professional office environment. Hybrid schedule in office 3 days (Wednesday is required) 8a-5pPosition Type/Standard Schedule: Full-time position, Monday thru FridayTravel: No travel required for this positionPhysical Demands: Speak, hear, and see, and to use hand and fingers for computer keyboard and phone. Sit or stand for extended periods of time. Reach above head to pull paper attachments.

DISCLAIMER

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Our Benefits

Wheels recognizes benefits are a significant part of your employee experience, and we've created a robust benefits package that is market-leading, competitive offerings so you and your family can receive outstanding care. Please click here for an overview of the benefits available to you and your family.

Pay Range:$65,400-$91,600

EEO Statement

Wheels is a Drug-Free Workplace. All employment is contingent on successful completion of drug and background screening.

Wheels is an equal opportunity affirmative action employer and administers all personnel practices without regard to race, color, religion, sex, age, national origin, sexual orientation, gender identity or expression, marital status or domestic partnership status, disability, protected veteran status or military status, genetic information, or any other category protected under applicable law. Wheels is committed to taking affirmative steps to promote the employment and advancement of minorities, women, persons with disabilities and protected veterans.