Budget Coordinator - Columbus, OH

Abbott • Columbus, OH

1d • $19 - $38 • Onsite

About The Position

The internal agency Budget Coordinator is responsible for the following: Budget & Vendor Administration for Internal Agency: Ariba System Subject Matter Expert: Submit High Touch Sourcing Requests and Non-Catalog Requests within Ariba system for PO and Non-PO requests for CDS Internal Agency, CRM Ops, and ANHI HCPs & HCOs. Manage accounts receivable and payable in Abbott’s central system. Proactively review electronically submitted invoices for accuracy and compliance with Abbott’s billing guidelines and take appropriate action. Adheres to defined invoice review and approval processes and maintains tracking documentation for all invoice related processes. Process miscellaneous Service Now Requests (SNOW) for new vendors, or updating existing vendors, and checking vendors status (qualified and/or registered), in Ariba (iBuy). Manage legacy Symphony (SRM) system for invoice processing requests for CDS Internal Agency, CRM Operations, and ANHI teams. Assist with invoice payment status using Symphony End User Portal (BOBJ) Manage Daily Coupon Invoices Reconcile daily coupon vendor invoices, ensuring accuracy, completeness, and alignment with approved budgets and contracts Investigate and resolve invoice discrepancies in a timely manner, partnering with vendors and internal teams as needed Maintain organized records of invoice activity and provide regular updates on spend tracking and variance Reconcile Monthly Credit Card charges: Prepare, track, and assemble receipts, purchase orders, expense reports, invoices, refunds, and other accounting tasks. Track incoming charges in the appropriate database and submit expenses in our project management system to be charged back to Brands. Reconcile PO Budgets Alert PO owner when a POCN is needed for invoices to be paid Alert PO owner when a PO balance is low Vendor Validation, Set-Up, & Tracking: Validate vendor information (addresses, banking, etc) leveraging Master Data Governance, completes accurate and timely vendor set-ups and updates. Maintain calendar of vendor contracts and renewal dates. Work with contract business owner to ensure renewal Order Forms are completed in a timely manner. Stakeholder Management: Takes initiative to identify and escalate issues to agency’s head of operations and agency director, as appropriate, and collaborates with team members to develop issue resolution processes. Provides timely and accurate support to Agency Director’s billing and invoice inquiries. Cross-Functional Collaboration: Works closely with Finance and Accounts Payable to ensure timely and accurate invoice processing. Contributes to month-end and year-end accrual activities, including reconciliation of rejected invoices. Internal Agency Support for New Hires Onboarding and Maintenance: Manage and track requests for System Access & Equipment, distribute onboarding information, coordinate start date, computer set up, and new hire tour through calendar invites Contingent Worker database management & time tracking: Add new hires to employee time tracking database and ensure hours match between employee billable time in Wrike and time billed to employer. Exception Requests: Responsible for database access requests and database management of system exceptions. Distribution List Maintenance: Leverage Identity IQ to add/delete employees to various distribution lists. Also responsible for creating new distribution lists. Agency Administrative Support (<10%): Abbott Café – order food/snacks/drinks, for meetings as needed. PaperWorks (Staples) – Ariba Database for ordering office supplies as needed. Sponsored Travel: Assist non-Abbott employees with travel reservations with CWT Travel Agency Work Order Submissions via Franklin County Facilities Maintenance Portal (Maximo) –for miscellaneous maintenance issues, including housekeeping requests; Meeting Room set-up, etc. Submit badge access requests for outside vendors for meetings at Ross Park or Easton Square locations.

Requirements

• 2+ years of budget and invoicing experience
• Experience with SAP and Ariba Systems
• Consistent and strong attention to detail, good judgement, solid time management and organizational skills
• Demonstrated initiative, problem-solving skills, and critical-thinking skills
• Ability to effectively manage multiple priorities.
• Ability to work independently and in groups
• Ability and aptitude to use various types of databases and other computer software
• Proficiency with Microsoft Office applications
• Excellent written and oral communication skills

Responsibilities

• Submit High Touch Sourcing Requests and Non-Catalog Requests within Ariba system for PO and Non-PO requests for CDS Internal Agency, CRM Ops, and ANHI HCPs & HCOs.
• Manage accounts receivable and payable in Abbott’s central system.
• Proactively review electronically submitted invoices for accuracy and compliance with Abbott’s billing guidelines and take appropriate action.
• Adheres to defined invoice review and approval processes and maintains tracking documentation for all invoice related processes.
• Process miscellaneous Service Now Requests (SNOW) for new vendors, or updating existing vendors, and checking vendors status (qualified and/or registered), in Ariba (iBuy).
• Manage legacy Symphony (SRM) system for invoice processing requests for CDS Internal Agency, CRM Operations, and ANHI teams.
• Assist with invoice payment status using Symphony End User Portal (BOBJ)
• Reconcile daily coupon vendor invoices, ensuring accuracy, completeness, and alignment with approved budgets and contracts
• Investigate and resolve invoice discrepancies in a timely manner, partnering with vendors and internal teams as needed
• Maintain organized records of invoice activity and provide regular updates on spend tracking and variance
• Prepare, track, and assemble receipts, purchase orders, expense reports, invoices, refunds, and other accounting tasks.
• Track incoming charges in the appropriate database and submit expenses in our project management system to be charged back to Brands.
• Alert PO owner when a POCN is needed for invoices to be paid
• Alert PO owner when a PO balance is low
• Validate vendor information (addresses, banking, etc) leveraging Master Data Governance, completes accurate and timely vendor set-ups and updates.
• Maintain calendar of vendor contracts and renewal dates.
• Work with contract business owner to ensure renewal Order Forms are completed in a timely manner.
• Takes initiative to identify and escalate issues to agency’s head of operations and agency director, as appropriate, and collaborates with team members to develop issue resolution processes.
• Provides timely and accurate support to Agency Director’s billing and invoice inquiries.
• Works closely with Finance and Accounts Payable to ensure timely and accurate invoice processing.
• Contributes to month-end and year-end accrual activities, including reconciliation of rejected invoices.
• Manage and track requests for System Access & Equipment, distribute onboarding information, coordinate start date, computer set up, and new hire tour through calendar invites
• Add new hires to employee time tracking database and ensure hours match between employee billable time in Wrike and time billed to employer.
• Responsible for database access requests and database management of system exceptions.
• Leverage Identity IQ to add/delete employees to various distribution lists. Also responsible for creating new distribution lists.
• Order food/snacks/drinks, for meetings as needed.
• Order office supplies as needed.
• Assist non-Abbott employees with travel reservations with CWT Travel Agency
• Submit work order requests for miscellaneous maintenance issues, including housekeeping requests; Meeting Room set-up, etc.
• Submit badge access requests for outside vendors for meetings at Ross Park or Easton Square locations.

Benefits

• Training and career development, with onboarding programs for new employees and tuition assistance.
• Financial security through competitive compensation, incentives, and retirement plans.
• Health care and well-being programs including medical, dental, vision, wellness and occupational health programs, Medical Benefits start day 1.
• Vacation – 3 weeks accrued vacation (1st yr. is prorated) + vacation buy program + 5 personal days + 10 paid holidays.
• 401(k) retirement savings with a generous company match of 5%.
• Tuition reimbursement, the Freedom 2 Save student debt program and FreeU education benefit - an affordable and convenient path to getting a bachelor’s degree.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed