Invoice Analyst

Job Description:

Key Responsibilities

1. Daily Queue Management & Intake

• Review new invoices daily via the SAP and Telecom Expense Management System [TEMS] queues, prioritizing actions based on payment due dates and critical supplier status.

• Monitor email and the ticketing system for disconnection notices, past-due notifications, and rejected invoices, ensuring tickets are updated at least once weekly.

• Identify and action invoices requiring immediate attention, such as those associated with disconnection notices, by escalating to Vendor Managers immediately.

2. Invoice Validation (SAP)

• Perform a rigorous "health check" on invoice details, ensuring the invoice number, vendor name, currency, bank account and PO number match internal records.

• Tax Compliance: Ensure taxes and fees (e.g., GST, PST, USF fees) are separated correctly from PO line items and calculate tax vs. surcharges using internal guidelines.

3. Contract Compliance & Line Item Matching (TEMS)

• Validate invoice line items against contract deliverables in the TEMS

• Ensure the billing start date aligns with the service acceptance date; confirm that services are not being billed past their termination date.

• Update TEMS data by adding billing Circuit IDs (CIDs) and other unique identifiers from the invoice to the corresponding deliverables.

• Usage Validation: Calculate and validate variable usage charges (e.g., Colocation Power, IP Transit) against rate tables and minimum commit thresholds. 

4. Issue Resolution

• Dispute Management: Log discrepancies for Special Process vendors into designated issue trackers for Vendor Managers to resolve.

• Ticketing: Initiate tickets for missing invoices, payment failures, funding requests, or master data updates (e.g., vendor name changes).

5. Financial Maintenance

• Conduct "Final PO Health Checks" to identify POs trending to run out of funds or those containing unapplied credit notes.

• Manage the processing of Credit Notes and True-Up invoices, ensuring exchange rates and original invoice references are documented correctly before delegation.

• Track and validate Late Fees; approve valid fees under $1k USD and delegate higher amounts for review.

Required Systems & Tools Proficiency

• Ticketing systems for issue reporting and software/process bug tracking.

• A Bachelor's degree (finance/accounting/other business discipline preferred)

• 4-6+ years experience with payment systems in large multinational companies including accounts payable operations, invoicing procedures, payment terms and accounting techniques 

• Experience with invoice/payment systems like SAP

• Excellent oral/written communication, interpersonal, and analytical skills

• Experience interacting with multiple levels within a company

• Able to work successfully both individually as well as to contribute as a team player

• Advanced level spreadsheets and basic data analytics , Google Sheets preferred

• Outstanding organizational, prioritization, and multitasking skills

• Attention to detail and a sense of urgency

• Ability to meet deadlines on a consistent basis

• Self starter with ability to accept responsibility for projects and see them through to completion

• An understanding of technical concepts related to data center operations and/or network backbone operations preferred

• Telecom experience preferred

• Ticketing systems for issue reporting and software/process bug tracking preferred

Salary Range

• Please note that the salary information provided herein is base pay only (gross); it does not include other forms of compensation which may or may not apply to this specific position, namely, performance-based bonuses, benefits-related payments, or other general incentives - none of which are guaranteed, may be subject to specific eligibility requirements, and are wholly within the discretion of Astreya to remit.
• Further, the salary information noted above is a range that consists of a minimum and maximum rate of pay for this specific position. Where an applicant or employee is placed on this range will depend and be contingent on objective, documented work-related considerations like education, experience, certifications, licenses, preferred qualifications, among other factors.

Astreya offers comprehensive benefits to all Regular, Full-Time Employees, including:

• Medical provided through UHC (PPO, HSA, Surest options) / Medical provided through Kaiser (HMO option only) for California employees only

• Dental provided through UHC

• Nationwide Vision provided by UHC

• Flexible Spending Account for Health & Dependent Care

• Pre-Tax Account for Commuter Benefit/Parking & Transit (location-specific)

• Continuing Education and Professional Development via various integrated platforms, e.g. Udemy and Coursera

• Corporate Wellness Program provided by Goomi Group

• Employee Assistance Program

• Wellness Days

  401k Plan

• Basic and Supplemental Life Insurance

• Short Term & Long Term Disability

• Critical Illness, Critical Hospital, and Voluntary Accident Insurance

• Tuition Reimbursement (available 6 months after start date, capped)

• Paid Time Off (accrued and prorated, maximum of 120 hours annually)

• Paid Holidays

• Any other statutory leaves, paid time, or other ancillary benefits required under state and federal law