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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