Business Operation Specialist

Business Operation Specialist

Job Summary 

As a Business and Operations Specialist in the Accounts Payable Invoice and Payments Processing team, you will support day-to-day vendor payment operations by processing invoices and vendor payment requests with a strong focus on detail and accuracy. You will work with peers and subject matter experts, collaborating across functions to resolve queries and exceptions. You will build expertise in accounts payable processes and controls under the guidance of a Process Manager.

Job Responsibilities 

• Process daily business-as-usual invoice and vendor payment requests accurately and efficiently, including invoice validation, completeness checks, and basic data quality review.
• Monitor shared mailboxes and daily queries, ensuring timely acknowledgment, responses, and follow-ups within agreed timelines.
• Support the resolution of payment exceptions by gathering required information, following defined procedures, and escalating items requiring subject matter expert or manager support.
• Maintain accurate records, trackers, and supporting documentation to ensure audit readiness and traceability of actions taken.
• Handle ad-hoc payment requests and priority queries as required, ensuring appropriate documentation and approvals are captured.
• Maintain process documents by highlighting gaps, suggesting updates, and supporting timely re-certifications.
• Participate in training and knowledge transfer to learn new activities and expand process coverage over time.
• Collaborate with internal stakeholders (e.g., business partners, process subject matter experts, technology and support teams as required) to enable smooth invoice and payment processing.
• Contribute to process improvement and automation efforts by identifying repetitive manual steps (data entry, validations, follow-ups), sharing enhancement ideas, and supporting testing and validation of simple rule-based automations when implemented.
• Demonstrate resilience, ownership, and professionalism in a fast-paced environment with deadlines and shifting priorities, while maintaining accuracy and quality.
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Required Qualifications, Capabilities, and Skills 

• Graduate (accounting/finance preferred) with 1–3 years of experience in operations, finance, or a related role.
• Demonstrate a good understanding of accounting concepts such as legal entity, general ledger accounts, and cost centers (training support will be provided).
• Apply strong attention to detail, commitment to accuracy, and ability to follow defined procedures and controls.
• Communicate effectively (verbal and written) with a customer-focused mindset and ability to work collaboratively in a team environment.
• Show willingness to learn quickly, take ownership of tasks, and escalate appropriately when issues fall outside defined procedures.
• Use Microsoft Word, Excel, and PowerPoint at a basic proficiency level; remain comfortable using email, trackers, and standard documentation practices.
• Bring exposure to invoice processing, accounts payable concepts, enterprise resource planning tools (preferably SAP), and invoice submission tools (advantageous but not mandatory).
• Prioritize tasks, manage time effectively, and handle multiple requests in a deadline-driven environment.
• Remain flexible to work rotational shifts if required.