Maintenance Invoice Analyst

JOB SUMMARY: To assist in a firm's expense accounting, prepare invoices, obtain billing approval and calculate incoming fees due; to ensure that billing issues are current and resolved; to receive and review all invoices and generate information reports inclusive of the information on the invoices. Help in expediting maintenance service calls.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

The essential duties and responsibilities of this position include, but are not limited to, the following:

• Work and communicate with vendors on payment status to ensure accuracy in invoice and works performed.

• Complete miscellaneous reports requested by maintenance manager on a timely basis.

• Work with maintenance technicians to collect all work orders, receipts and packing slips.

• Review all maintenance invoices, attach packing slips and purchase orders before processing them to the accounting department.

• Ensure no discrepancies are found on ARCO and Home Depot purchases.

• Ensure all vendor labor rates are accurate and dispute any discrepancies in invoice pricing.

• Complete end of the month chargeback to the stores for accounting.

• Generate CapEx's and obtain approval for invoices considered capital expenses.

• Maintain Vehicle Maintenance Checklists records for risk management.

• Keep and maintain inventory of all maintenance technicians' tools.

• Review all invoices thoroughly to ensure no tools were purchased without proper authorization.

• Maintain refrigerant leak logs for AQMD (Air Quality Management District) for all stores as well as process regulatory fees.

• Help in expediting maintenance service calls.

• Receive work orders via phone, email or Verisae system; call vendor or technician and obtain an E.T.A.; provide store with an E.T.A.; call back to ensure service arrived; follow up to ensure job completion.

• Assist risk management with employee accident forms that take place after hours.

• Aid in coordinating weekly technician meetings as well as monthly safety meetings.

• Work closely with store directors and the accounts payables department to achieve timely invoice payments to all vendors.

• Generate purchase orders for maintenance technicians.

• Perform any other work-related duties as assigned.

REQUIREMENTS AND CONDITIONS:

Education/Experience

• Successful completion of Grade 12, an associate's degree and/or any education that is related.

Certificates/Licenses/Registrations

• (None required).

Skills Required

• Basic general accounts payable knowledge, office clerical work and computer literate.

• Proficient in Microsoft Office (Word, Excel, Outlook, and Powerpoint).

• Must speak English. (Bilingual- English/Spanish- speaking is a plus).

• Ability to communicate well verbally and in writing with vendors and all levels of the organization.

• Ability to solve practical problems and be well organized.

• Understand the policies and procedures of the company.

• Customer service skills required.

• Ability to work under timelines; extremely detail oriented.

• Organized and proficient at creating organizational systems.

• Able to work well in a team environment, coordinating work flow closely with store directors, vendors and the accounts payable departments.

• Self-starter who is capable of managing multiple projects and meeting critical deadlines.

• Be able to pass a standard drug test and qualify as being drug free under the legal and medical guidelines permitted by the Drug Free Workplace Act of 1988.

Physical Demands and Work Conditions

The physical demands and work conditions described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Some requirements may be modified to accommodate individuals with disabilities:

• While performing the duties of this job, the employee is regularly required to sit, stand, and use the hands to handle, finger, or feel objects, tools or controls.

• The employee must occasionally exert or lift up to 10 pounds carrying boxes of records and forms and frequently exert or lift moderate amounts of weight.

• Successful performance requires vision abilities that include close vision and the ability to adjust focus.

Pay Range: $24.00 USD - $30.91 USD

IMPORTANT DISCLAIMER NOTICE

The job duties, elements, responsibilities, skills, functions, experience, educational factors, and the requirements and conditions listed in this job description are representative only and not exhaustive of the tasks that an employee may be required to perform. The Employer reserves the right