Supervisor, Invoicing Processing

Wheels, LLC; Schaumburg (IL); Hybrid; USD 65,000 - 85,000; Full time

Job summary

Wheels, LLC in Schaumburg, IL seeks a Supervisor, Invoice Processing to lead a team of invoice processors and ensure accurate, timely vendor invoicing. Hybrid schedule, with in-office presence required three days weekly (Wednesday).

Responsibilities include training, performance reviews, and coordinating with Finance to deliver reports and improve procedures. Strong attention to detail and systems knowledge are essential.

Qualifications

• Bachelor's degree preferred or 3 years relevant experience.
• 3-7 years’ experience in Accounts Payable, Billing, Invoice Processing, or Finance.
• Minimum 1-year supervisory experience.
• Experience with AS400, Oracle, and Excel 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 with feedback.
• Prepare analytical reports and data requests for Finance.
• Champion control and reconciliation procedures for accurate client billing.
• Maintain a collaborative team attitude to foster innovation.
• Ensure invoices are reviewed, approved, and processed accurately.
• Validate invoices against orders, contracts, and receiving documents.
• Resolve discrepancies with suppliers promptly.
• Ensure compliance with internal controls and policies.
• Prepare reports on outstanding invoices and payment schedules.
• Build relationships with vendors and suppliers.
• Address billing/invoice inquiries and resolve issues.
• Provide invoices and pricing details during audits.
• Suggest process improvements and efficiency initiatives.
• Maintain documentation of processes and procedures.

Skills

Analytical skills

Organizational skills

Leadership

Invoice systems

Problem solving

Attention to detail

Communication skills

Confidential information handling

Education

Bachelor's Degree

3+ years Accounts Payable experience

1+ year supervisory experience

Tools

AS400

Oracle

Excel

Job description

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 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 and process 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
• Ensure compliance with internal control procedures and company policies
• 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

LEADERSHIP RESPONSIBILITIES

• Supervise, train, and develop invoice processing staff, provide feedback, and administer periodic and annual performance reviews

COMPETENCIES - SKILLS

• Strong analytical and organizational skills
• Ability to work with varying seniority levels, including staff, managers, clients, and external partners
• Must have the ability to work in a fast-paced environment
• Strong knowledge of invoice systems
• Excellent problem-solving skills
• Strong attention to detail
• Excellent communication and interpersonal skills
• Ability to handle confidential information and maintain discretion

EDUCATION and EXPERIENCE

• 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

CORE VALUES

At Wheels, we believe in fostering a culture that is built on our Core Values and Guiding Principles. We cultivate a culture of excellence and innovation by upholding these values, driving our collective success and growth.

• 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-5p
• Position Type/Standard Schedule: Full-time position, Monday thru Friday
• Travel: No travel required for this position
• Physical 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.