Admin Support Analyst, Direct Imports

Job description

If you are a supply chain professional with a passion to innovate and contribute in a fast paced growing environment, you might be a good fit to join  Supply chain team. This role involves big data handling and cross functional communication. The candidate is expected to have exceptional analytical, planning and written/verbal communication skills along with preferred experience in managing direct imports function in retail domain.

• - Review and analyze invoices received from vendors and carrier companies for direct import shipments
• - Validate invoice line items, quantities, unit prices, and totals against corresponding purchase orders (POs) and goods receipt notes
• - Identify and flag discrepancies such as overcharges, duplicate invoices, missing documentation, and incorrect pricing
• - Ensure invoices comply with agreed payment terms, trade terms (Incoterms), and contractual obligations

• - Investigate and resolve invoice defects including short shipments, over-invoicing, late invoicing, and mismatched quantities
• - Maintain a defect tracker to log, categorize, and monitor invoice discrepancies through to resolution
• - Perform root cause analysis on recurring invoice defects and recommend corrective actions to reduce defect rates
• - Escalate unresolved invoice issues in a timely manner following established protocols

• - Serve as the primary point of contact for vendors and carrier companies on all invoice-related queries
• - Communicate proactively with vendors to obtain missing invoices, and request corrections
• - Conduct regular check-ins with key vendors to review invoice accuracy performance and drive improvement
• - Build and maintain strong working relationships with external partners to ensure smooth invoice processing

• - Work closely with the Finance team to support monthly and quarterly statements
• - Assist in finalizing financial records for month-end and quarter-end close processes
• - Prepare and share invoice aging reports, defect summaries, and payment status updates

• - Analyze invoice data trends to identify patterns in defects, late submissions, and payment delays
• - Generate reports and dashboards to provide visibility into invoice health metrics (e.g., missing invoices, late invoices, partial invoices)
• - Recommend and implement process improvements to enhance invoice accuracy and reduce turnaround time
• - Maintain organized records and documentation for audit readiness

• - 1+ years of customer-facing environment, warehousing, logistics or manufacturing experience
• - Experience with Microsoft Office products and applications
• - Experience with Excel
• - 2+ years of customer-facing environment, warehousing, logistics or manufacturing experience

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