Technical Invoice Clerk

2 days ago

Paranaque City, Calabarzon, Philippines COLUMBIA SHIPMANAGEMENT Full time ₱40,000 - ₱60,000 per year

JOB SUMMARY

The Invoicing Clerk is responsible for managing the end-to-end invoice process—from receiving and validating vendor invoices to performing three-way matching and resolving discrepancies in coordination with Purchasing and Expeditors. The role ensures invoices are accurately coded, documented, and cleared before forwarding to Accounts Payable (AP) for final review and timely payment, in compliance with company policies and audit requirements.

The Invoicing Clerk will also be responsible for monitoring and maintaining the TechInvoices mailbox, ensuring all incoming invoices and vendor correspondence are properly recorded and actioned.

This position will report directly to the Leader of Technical Supply Chain.

Key Responsibilities & Duties

  • Receive, review, and log all vendor invoices in the system.
  • Perform three-way matching (invoice, PO, and receipt).
  • Identify and flag discrepancies; coordinate with Purchasing Manager and Superintendent for resolution or seek approval as necessary.
  • Confirm delivery status with Expeditors before processing invoices.
  • Ensure proper coding and attach all required supporting documentation.
  • Maintain accurate and organized records of invoices and related transactions.
  • Monitor and manage the TechInvoices mailbox, ensuring timely recording and action on all incoming invoices and vendor correspondence.
  • Respond to vendor inquiries regarding invoice and document submission status.
  • Provide necessary vendor documentation to support AP in invoice reconciliation.
  • Escalate non-PO issues (e.g., refunds, banking information, vendor details) directly to AP for resolution.
  • Forward cleared invoices to AP for final review and payment processing.

General Qualifications

Preferred – Education / Experience

  • Degree in Accountancy, Business Management, Finance, or a related field; or a combination of education and relevant work experience.
  • Certification or training in accounting systems, small business accounting or bookkeeping, is an advantage.
  • Basic foundation in accounting principles, with practical knowledge of invoicing and reconciliation processes.
  • Prior work experience in invoicing, accounts payable, accounts receivable or finance support roles.
  • Experience with ERP or accounting systems.

Required – Education / Experience

  • Associate's Degree in Accountancy, Business Management, OR 2–3 years accounting experience.

Communication Skills

  • Strong proficiency in English, with the ability to read, write, and comprehend invoices, order specifications, and correspondence.
  • Ability to communicate clearly and professionally, both in writing and orally, with vendors and internal teams.
  • Professional demeanor.

Knowledge, Skills, and Abilities Required

  • Willingness and ability to learn
  • Strong attention to detail and accuracy in data entry.
  • Proficiency in basic accounting and financial calculations (taxes, discounts, adjustments).
  • Familiarity with invoicing and accounting software systems preferred.
  • Strong organizational and time-management skills.
  • Effective communication and collaboration skills for vendor and inter-department coordination.
  • Ability to adapt to changing priorities while maintaining efficiency.
  • Problem-solving abilities with a proactive approach.
  • Ability to work independently or collaboratively within a distributed team environment.

Job Type: Full-time

Benefits:

  • Additional leave
  • Company Christmas gift
  • Company events
  • Flexible schedule
  • Opportunities for promotion
  • Paid training
  • Pay raise
  • Promotion to permanent employee

Work Location: In person

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