Inventory Control & Invoice Processor

Position Summary

Responsible for the end-to-end transactional workflow supporting receiving documentation, inventory entry, manifest control, invoice and PO reconciliation, document filing, special inventory transactions, and month-end reconciliation. This role requires strong attention to detail, numerical accuracy, investigative follow-through, and coordination across Receiving, Purchasing, Finance, Inventory, and Operations.

Primary Responsibilities

Manifest, Invoice & PO Reconciliation

• Reconcile manifests and invoices: Reconcile daily; Review Docuware for mill invoices, balance manifest against invoices and ensure freight charges are updated (including CP pick up frt charges). Approve and code invoice

• Match KeyRecs to receiver paperwork and manifests: Match KeyRec to packing slip and manifest printout; file appropriately after mill invoice approval.

• Close all POs tied to manifests: Close all POs tied to manifests in a timely manner.

Inventory & Receiving Transaction Control

• Pre-enter manifest inventory transactions: Pre-enter manifest inventory transactions before receipt/confirmation.

• Confirm manifests: Confirm manifests against check-in information.

• Maintain and update inventory spreads: Maintain inventory spreads for accuracy.

• Maintain oversight of receiving documentation: Ensure receiving documents are complete, accurate, and retained.

• Confirm Vital container receipt: Confirm receipt of each container with copy of POD and signature. Maintain spreadsheet sent by mill and respond as received.

• Obtain handwritten BOL for presold inventory not entered/received: Get handwritten BOL when presold inventory has not yet been entered or received. Create manifest, create the order based on hand written BOL then ship for billing to bill.

• Charta Process: Charta comes in and entered as customer owned. When sold, remove from customer owned and bill mill for product as N/C. Request PO from purchasing for stock, mainefst and make available. EM CS to advise stock is available.

Document Control & Administrative Support

• File manifest packets: File manifest packets as backup to Lisa.

Month-End Reconciliation

• Ensure all manifests are reconciled: All manifests must be fully reconciled by month end.

• Ensure all POs are closed: All POs tied to manifests must be closed.

• Ensure all KeyRecs are matched and filed: All KeyRecs must be matched and filed.

• Resolve all open reconciliation variances: No open reconciliation variances at month end.

Cross-Training & Coverage

Both positions will be cross-trained to provide backup coverage during absences, workload peaks, and month-end. Each employee is expected to understand the upstream and downstream impact of assigned tasks and provide coverage for the companion role when needed.

Qualifications & Performance Expectations

• Advanced attention to detail with strong reconciliation, data-entry, and numerical skills.

• Ability to compare supporting documents, identify discrepancies, and resolve exceptions before processing or approval.

• Comfort working in AS400/ERP systems, DocuWare, Excel, and document-based workflows.

• Strong organization and filing/document-control discipline.

• Prompt, professional communication and effective interdepartmental collaboration.

• Self-starter with dependable, on-time attendance and ability to manage recurring daily and month-end deadlines.

• Accuracy, timeliness, completeness, issue identification, and follow-through are core performance measures.