The Quality Control Specialist II is responsible for monitoring customer invoice timeliness and accuracy as well as implementing new processes to ensure best in class customer invoice experience.
The role serves as the primary interface for quality checks and identifying areas of improvement and automation of the customer invoicing process.
The role demands a high degree of initiative, problem-solving / critical thinking skills, daily process evaluation, account profitability support, business / technical support, relationship management and a commitment to delivering value to the company, vendors, and customers.
Responsibilities
Quality Control and Account Profitability Support
- Run daily reports, analyze issues, propose solutions, and implement solutions for pending transactions to improve customer invoice accuracy and timeliness
- Conduct routine quality reviews based on customer feedback and trends and propose solutions
- Conduct daily evaluations of invoicing and customer transactionsfor accuracy and efficiency and promptly identify, address, and resolve any issues that arise
- Analyze systemexceptions and account profitability issues to develop long term solutions and systematic improvements
- Maintain customer / 3rd party contracts and site data in various systems
- Participate in tactical improvement projects and technology enhancements to enhance internal procedures, ensuring they exceed customer expectations and align with internal metrics
- Evaluate AR reporting and resolve internal complex issues to eliminate future customer payment inconsistencies
- Distinguish between internal and external invoice discrepancies, engage appropriate stakeholders for immediate resolution, and contribute to solutions planning
- Contribute to integration of new business; including both new customers and new business for existing customers and may be involved in account set ups within the system
- Develop and present high-quality reporting to management and executives
Process Improvement
- Contribute solutions to process improvement projects
- Participate in process improvement initiatives of internal processes to exceed customer expectations and meet internal metrics to successfully improve operational value
- Identify and evaluate areas for improvement in internal procedures, focusing on increasing efficiency, reducing errors, and enhancing the overall quality of processes related to invoicing
- Identify opportunities to automate processes and contribute to process improvements in line with department priorities and policies
- Develop strategies to prevent recurring invoicing issues from impacting customer retention
- Develop processes to automate manual work within the invoicing workflow
- Leverage technology solutions to streamline operations and reduce manual errors
Teamwork
- Create internal relationships and develop regular communication strategy to connect, collaborate and identify improvement capabilities with internal departments
- Coordinate with various departments to ensure transactional operational issues are resolved timely and prevent future operational issues
- Build relationships with internal and external customers to continuously meet metrics and goals
- Plan and coordinate coverage when out of the office; take ownership in cross training other team members as well as participating to provide coverage for others
- Train team members to ensure a comprehensive understanding of improved processes
Position Requirements
Formal Education & Certification
Bachelor’s degree or equivalent experience preferred
Knowledge & Experience
- 2+years business to business experience preferred
- 1+ years experience in quality control role preferred
- Petroleum industry experience preferred
- Intermediate to advanced Microsoft Excel experience required
Qualifications & Characteristics
- Working knowledge of accounting, sales and customer service
- Strong attention to detail
- Strong written and verbal communication skills
- Strong analytical and problem-solving skills
- Ability to work in a team environment
- Ability to contribute to projects and coordinate with internal departments
Work Environment
- Hybrid Work Environment available once training is completed - 3 days in the office, 2 days remote
- Sitting for extended periods of time
- Dexterity of hands and fingers to operate a computer keyboard, mouse and other computer components
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