Service Operations Specialist

Service Operations Specialist Description - This role is responsible for the end-to-end execution and control of the purchase order and supplier invoice lifecycle for a defined portfolio of services agreements. The role creates and maintains purchase requisitions and purchase orders, validates supplier invoices against contracted rates and statements of work, and resolves exceptions that prevent payment. The role maintains the spend, commitment, and contract records used for monthly reporting and forecasting, and supports cost savings and contract renewal activity by providing accurate analysis of supplier spend and contract compliance. Responsibilities • Creates purchase requisitions and purchase orders in the organization’s source-to-pay systems, ensuring correct supplier records, cost allocation, contract references, and supporting documentation in accordance with the organization’s policies and procedures. • Monitors purchase requisition and purchase order approval workflows, follows up on pending approvals, and escalates aging or blocked transactions to the appropriate stakeholders. • Executes purchase order changes throughout the contract term, including value and date amendments, line additions, copies, withdrawals, and closures. • Reviews and validates supplier invoices against purchase orders and contracted rate structures, confirming effort periods, supporting documentation, tax treatment, and available purchase order balance prior to approval. • Identifies invoice discrepancies and charges without a contractual basis, places affected items on hold, documents the variance, and pursues written resolution with the supplier and internal stakeholders. • Resolves price blocks, goods receipt and invoice receipt mismatches, and duplicate or misapplied submissions in coordination with Accounts Payable and Finance. • Monitors purchase order balances, burn rates, and expiration dates, and provides advance notice of contracts approaching renewal, exhaustion, or expiry with balance remaining. • Interprets statements of work and master agreements to extract operative commercial terms, including rate tables, headcount and hours, service level and key performance indicator clauses, expense provisions, and notice periods, and maintains supplier reference documentation for team use. • Maintains the accuracy and completeness of purchase order and spend tracking records, and prepares the supporting analysis for monthly spend, drawdown, invoice aging, and savings reporting. • Supports cost savings and cost avoidance initiatives by analyzing run rate against budget, identifying under-utilization and overlapping scope, and preparing rate and market comparison data ahead of contract renewals. • Serves as a day-to-day point of contact for supplier billing and project management contacts, and coordinates with business focals, Global Indirect Procurement, Accounts Payable, and Finance on purchase order and invoice matters. • Contributes to the continuous improvement of purchase order and invoice management processes, controls, and documentation standards.

Four-year Degree in Supply Chain Management, Business Administration, Finance, Accounting, or any other related discipline or commensurate work experience or demonstrated competence. Has 2-4 years of work experience, preferably in procurement operations, purchase order and invoice management, vendor or contract administration, accounts payable, or a related field. Knowledge & Skills • Accounts Payable • Auditing • Continuous Improvement • Contract Management • Cost Reduction • Data Analysis • Enterprise Resource Planning (ERP) • Finance • Internal Controls • Invoice Processing • Key Performance Indicators (KPIs) • Microsoft Excel • Process Improvement • Procurement • Purchase Orders • Purchasing • SAP Applications • SAP Ariba • Spend Analysis • Statements of Work (SOW) • Supplier Relationship