Service Center Invoice Coordinator [Westfield, MA]

Education and Experience Requirements

High School Diploma or GED required. 2 years of administrative and/or invoice management/payment experience. Must be proficient in the operation of standard office equipment and telecommunications equipment.

Position Purpose:

Under moderate supervision, provides support in processing third party maintenance provider invoices for payment and preparing Service Center Work Orders to facilitate preparation of customer invoices to recover program costs. Works closely with higher level invoice coordinators, program maintenance coordinators and other maintenance providers to ensure timely invoice payment and maintain accounts in good standing to facilitate future maintenance requests to support fleet requirements.

Job Description

Principle Duties and Responsibilities:

Essential Functions:

1. Processes 3rd party maintenance provider invoices for payment ensuring claim matches maintenance authorization document. .
2. Maintain database of all claims processed and pertinent data parameters.
3. Generate Service Center Work Orders and Purchase Requests to facilitate distribution of cost and revenue. .
4. Generate requisitions to open shell Purchase Orders for assignment to maintenance providers for unscheduled maintenance activities and update database information. Ensure adequate inventory is available to support fleet requirements. .
5. Perform research and interface with program support organizations, as necessary to process claims for payment.
6. Maintain electronic records of all data related to adjudicated claims.
7. Confirm receipt of material/cores and Computerized Maintenance Data for each maintenance transaction.
8. Reconciles 3rd party maintenance provider account statements and provides updates, as required.

Additional Functions:

1. Maintains completed invoice files and records. .
2. Performs other duties as required. and assigned by Business Manager. .

Perform other duties as assigned.

Other Requirements:

1. Must be proficient in the use of Microsoft Windows, Word, Excel, and PowerPoint.
2. Some experience in Corridor and OnBase payment systems preferred.
3. Excellent written and verbal communication skills.

A credit history check from a national credit bureau will be conducted for all candidates for this position including new hires and current employees seeking promotion or transfer.