Invoice Administrator

Job Summary

The incumbent has the responsibility to receive, upload and process repair invoices. Requires coordination between the Maintenance Specialists (tank and freight), Accounts Payable and repair shops. Daily review of the internal RailCarMaint invoicing e-mail box for incoming repair invoices. Verify shop document status, track and resolve issues and submit invoices for approval.

Job Duties

• Monitor the department e-mail box for incoming repair invoices from repair shops and mobile repair units.
• File invoices and supporting documentation, using established processes and filing conventions.
• Maintain invoice tracking spread sheets, documenting current in-process invoices, with required detail for manager review.
• Load invoice data files using an internal software system.
• Audit repair invoices against the estimates loaded (Shopping system) and processed by the Maintenance Specialists. Any discrepancies must be resolved with the assistance of the Maintenance Specialists or directly with the repair shops.
• Ensure proper coding is applied to all invoice lines, verify the correct customer is shown in the system and chargeback amounts match.
• Provide first level of approval, triggering manager review, followed by final approval for AP processing.
• Aging invoice review. When vendors present invoice aging reports, review invoices status within our system, coordinate with AP team and follow up with vendor.

Education and Experience

• Associate or bachelor's degree in business, accounting or relevant field required.
• 1-3 years of related experience.
• Proficiency utilizing MS Excel, Word, PowerPoint. Must know how to use filters and pivot tables in Excel. Ability to write VLOOKUP formulas - required.
• Experience with AAR railroad billing, Railinc Data Exchange, AAR Office Manual rule 112, Car Repair Billing Manual and UMLER - preferred.
• Rail industry or transportation experience highly preferred.
• Accounting / Payables experience is a plus.