Job Description

Primary Responsibilities -

• Match purchase orders, receipts, packing slips, receiving records, and supplier invoices.
• Verify quantities, pricing, taxes, payment terms, coding, and supplier information.
• Identify and resolve invoice, pricing, quantity, receiving, coding, and documentation discrepancies.
• Coordinate credits, adjustments, corrections, and replacement documentation.
• Track invoices, approvals, purchase orders, and outstanding issues to support timely payment.
• Follow up on missing paperwork and unresolved discrepancies.
• Communicate with suppliers, Purchasing, Receiving, Warehouse, Accounting, Operations, and other internal teams.
• Maintain accurate electronic and paper records.
• Monitor order and material status and escalate issues that could affect deliveries or operations.
• Maintain accurate information in ERP, accounting, purchasing, and inventory systems.
• Support reporting, audits, inventory activities, cycle counts, and other supply chain administrative processes.
• Help improve documentation accuracy, payment efficiency, and supply chain reliability.
• Follow company policies, quality requirements, safety procedures, and applicable regulations.

Secondary Responsibilities -

• Support purchasing, inventory, logistics, and materials management activities as needed.
• Assist with supplier record maintenance, onboarding documentation, and supplier information updates.
• Prepare reports related to invoices, purchase orders, discrepancies, receiving, and payment status.
• Support invoice aging reviews and follow up on pending approvals or documentation.
• Assist with internal and external audits by retrieving and organizing supporting records.
• Support ERP data accuracy, including purchase orders, item records, inventory transactions, and supplier information.
• Participate in process improvement, standardization, and cost-control initiatives.
• Assist with inventory accuracy, warehouse documentation, and cycle-count programs.
• Coordinate with relevant teams to support timely material availability and order fulfillment.
• Perform other related duties as assigned.

Required Qualifications -

• High school diploma or equivalent.
• Experience in accounts payable, administrative support, purchasing, inventory, logistics, or supply chain preferred.
• Strong attention to detail, organization, and follow-through.
• Ability to compare, reconcile, and analyze information across multiple documents and systems.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Office, particularly Excel.
• Ability to manage multiple priorities and meet deadlines.
• Strong problem-solving and follow-up skills.
• Ability to work effectively with suppliers and cross-functional teams.

Preferred Qualifications -

• Experience with ERP, accounting, purchasing, or inventory management systems.
• Experience in oil and gas, manufacturing, industrial equipment, or field-service operations.
• Familiarity with three-way matching, receiving processes, invoice workflows, and supplier documentation.
• Knowledge of inventory control, purchasing procedures, and supply chain operations.
• Experience supporting audits, cycle counts, or process improvement initiatives.