Invoice Coordinator (Temporary)

Indeed Flex•Austin, TX

17h•$23 - $25•Hybrid

About The Position

We are Indeed Flex. We Help People Get Jobs. Right now, we’re hiring! The current staffing model is broken, with low wages and limited opportunities. As flexible work continues to grow, we’re taking a radically different approach: providing job seekers with control, ownership and choice, so employees can find the working patterns and scenarios to suit their lifestyles. In doing so, we aim to revolutionise the industry. After demonstrating our approach throughout the UK under the Syft brand, we were acquired by Indeed.com in 2019 and we rebranded to Indeed Flex in 2020. With continued independence and phenomenal levels of support, we’ve been able to accelerate our mission as we expand throughout the US as well as the UK. Fast growth creates tremendous opportunities - come and join a team of inquisitive, passionate, and driven individuals helping each other grow and building something meaningful! Main Purpose This role will serve as a critical financial liaison between our company and our external agency partners. The core responsibility involves meticulously reconciling invoices received from these agencies against the invoices we have sent to our end clients, ensuring complete alignment in terms of services, scope, and total amounts. Following reconciliation, the specialist is responsible for proactively managing discrepancy resolution: this means initiating contact, primarily via phone and email, to discuss any variances found. A key function of this role is to support the agency by clearly explaining why an invoice cannot be processed and outlining the precise steps needed for correction and successful processing, ensuring adherence to contractual and financial standards. Finally, this specialist is also tasked with actively promoting and ensuring the agency has access to appropriate self-service resources (like portals or guides) to manage their future invoicing efficiently, thereby streamlining the overall financial partnership. This is a temporary position which will last a minimum of three months, with potential for extension. This position is onsite in Austin, TX (at The Domain) Monday through Friday with the option to work from home on Thursdays.

Requirements

Ability to efficiently compare, match, and reconcile time and attendance (T&A) data between three distinct parties (clients, agencies, internal systems)
Strong working knowledge of Microsoft Excel/Google Sheets for data manipulation and analysis
Billing, invoice, and/or payroll function experience
Basic knowledge of how T&A data translates into final payroll figures and client invoices
The ability to investigate and resolve timesheet/invoice issues quickly and logically
Tact and diplomacy to discuss and resolve sensitive data discrepancies with external partners
Ability to use context clues to piece together incomplete information
Ability to adapt to evolving processes
Ability to adapt to new business processes and data flows and the impact they have on financial results

Responsibilities

Playing an integral role in managing all day-to-day timesheet operations, liaising between clients, agency partners, and Flex’s internal Account Managers.
Contacting Agencies to identify timesheet issues and collating the key issues and presenting back to our Product and Partnerships teams.
Reconciliations of time and attendance (T&A) between client and agency data on our Order Management System on completed shifts.
Time Import or manual upload of timesheets for clients & agencies not on the Indeed Flex ERP system.
Supporting implementation of new processes and procedures, contributing to the successful operations of the business and with key stakeholders.
Support the billing and payroll functions by ensuring accurate information is provided to both functions by leveraging systems, tools, and processes.
Support on ad hoc projects to identify and drive efficiencies and process improvements.