Purchase Order Coordinator

S2 Residential•Lincoln, NE

1d•Hybrid

About The Position

The Purchase Order Support Specialist is a dedicated operational support role responsible for reinforcing operational processes and invoice accuracy after purchases are initiated. This position partners closely with Property Managers, onsite teams, vendors, and Accounts Payable to reduce invoice delays, eliminate rework, and improve payment cycle time. This role serves as a critical control point between Operations and Accounting by ensuring purchase orders, receipts, and invoices align before invoices reach Accounts Payable. The purpose of this position is to strengthen operational processes discipline, reduce invoice exceptions, and eliminate preventable payment delays by ensuring purchasing and invoicing activities comply with company policy. While this job description outlines primary responsibilities, the role may support additional operational or compliance initiatives as needed such as: Reduces invoice rejections, three-way match exceptions, and payment delays caused by missing or invalid purchase orders. Cleans up how invoices enter the system, resulting in fewer lost invoices, duplicates, and misrouted submissions. Prevents AP from chasing invoice corrections and reduces cycle time on problem invoices. Shifts problem-solving earlier in the process—before invoices enter AP queues. Eliminates one of the largest blockers to invoice payment—unreceipted purchase orders.

Requirements

Strong understanding of purchase order, receipting, and invoice workflows
High attention to detail with strong organization and follow-through skills
Ability to manage multiple priorities and deadlines in a fast-paced environment
Clear, professional written and verbal communication skills
Ability to collaborate cross-functionally with Operations and Accounting teams
Conduct all business in accordance with company policies, procedures, and applicable laws
Support internal and external audit requests as needed
Perform additional duties as assigned by leadership

Responsibilities

Reinforce that all purchases follow the full purchase order lifecycle by ensuring purchase orders are: Created before work begins, Properly approved in accordance with company policy, Issued to vendors, Receipted timely after work or service completion
Identify and escalate gaps in the operational process that could delay invoice processing or vendor payment
Partner with onsite teams to correct non-compliant purchasing behaviors and reinforce standard expectations
Support standardization of invoice submission by: Directing large or high-volume suppliers to approved centralized invoice intake channels, Ensuring small or one-time suppliers submit invoices directly into the system where applicable, Confirming contract-based invoices are routed correctly to Accounts Payable for processing
Monitor invoice intake to ensure completeness, including proper PO reference, pricing accuracy, and required documentation
Guide Property Managers and onsite teams on how to submit corrected invoices in current PMS
Identify when invoice corrections are required due to price mismatches, incorrect purchase orders, or missing details
Track corrected invoices and follow up to ensure timely reprocessing and resolution
Ensure all invoice and PO discrepancies are resolved prior to Accounts Payable processing to minimize rework
Act as a liaison between vendors, onsite teams, and Accounts Payable to resolve issues upstream
Monitor open issues and drive them to resolution within established timelines
Ensure purchase order receipts are completed timely so invoices can successfully match and process
Validate that open or aging purchase orders do not block invoice payment due to missing or incomplete receipts
Support timely purchase order closeout once goods or services have been fully invoiced