Accounts payable coordinator

Why Renovo?

Renovo Solutions is a nationwide healthcare and life sciences technology management company. We offer a range of opportunities for employees to grow within the company. With a presence in 40+ states and a growing international footprint, we provide comprehensive solutions for managing and maintaining the equipment our clients depend on. We prioritize investing in our employees’ development, offering various phases and advancement paths. Through ongoing training, mentorship programs, and a supportive work environment, we foster professional growth and promote from within. Join our team to make a difference while advancing your career with Renovo.

Summary:

The Accounts Payable Coordinator runs the purchase order and invoice cycle on the Enterprise Laboratory Instrument Services (ELIS) program. Purchase orders raised, receipts matched, invoices verified and vendors paid to terms, across every site in the region.

What you will do:

Purchase order processing:

• Raise and issue purchase orders from approved requisitions, with correct vendor, price, coding, cost centre and asset reference.
• Confirm the purchase order matches the quote and the contract price before issue.
• Maintain open purchase order status and close what is complete, so the open commitment position is accurate.
• Chase purchase orders that stall in approval or at the vendor.

Invoice verification and payment:

• Match invoice to purchase order and to receipt, and investigate any of the three that do not agree.
• Confirm evidence exists that the work was performed and documented before approving an invoice. Do not approve on a signature alone.
• Route invoices to the site for work confirmation where the evidence is not already in the system of record.
• Process approved invoices for payment to agreed terms, and track payment performance.
• Hold and query invoices that do not meet the standard, and record why rather than paying to clear a backlog.

Disputes and corrections:

• Resolve price, quantity and scope discrepancies with the vendor directly.
• Process credits, rebills and corrections, and confirm they land.
• Escalate to the Sourcing Coordinator where a discrepancy is a contract or price problem rather than an invoicing error.
• Escalate to the Director where a vendor pattern of incorrect invoicing emerges.

Reconciliation and reporting:

• Reconcile work order completion data against invoices with the Master Data Analysts.
• Reconcile the open purchase order and accrual position at period end.
• Provide spend, commitment and payment data for site budget cycles, client reporting and audits.
• Flag spend that appears outside the entitlement position so it can be investigated rather than absorbed.

Control and compliance:

• Maintain segregation of duties between requisition, approval and payment.
• Meet client procurement policy and Renovo financial control requirements.
• Maintain a traceable record from requisition to payment for every transaction.
• Support internal and client audits with that record.

Escort and vendor hosting when on site:

Escort is a standing expectation of every role on this program. When present at a client site, escort and host OEM and third-party personnel on request, regardless of whose scope the instrument sits in.

Confirm third-party personnel are inducted, badged, and compliant with client site access and safety requirements before they enter a laboratory.

Confirm the work performed matches what was authorised and the service record is complete before the third party leaves site.

Escalate immediately where a third party arrives unannounced or attempts work outside the authorised scope.

Qualifications:

• 2+ years of experience in accounts payable, purchase order processing or a comparable transactional finance role.
• Demonstrated experience matching invoice to purchase order and receipt, and investigating a mismatch rather than clearing it.
• Experience resolving invoice and pricing disputes directly with vendors.
• Strong spreadsheet capability including lookup and reconciliation techniques.
• Experience with an enterprise resource planning or purchasing platform. Experience with a CMMS as a source of work order evidence preferred.
• Comfortable holding an invoice and explaining why, under pressure to clear a backlog.
• Experience in a regulated or technical service environment preferred.

Education/Special Training:

• Associate or Bachelor’s degree preferred, in finance, business or accounting. Equivalent experience considered.
• Training in GxP, data integrity and financial control provided or required.
• Purchasing platform and CMMS training provided after hire.

Required Competencies:

• Evidence Discipline - does not approve an invoice on a signature alone.
• Accuracy - gets the coding, the asset reference and the match right the first time.
• Persistence - resolves the discrepancy with the vendor rather than escalating it immediately.
• Control Mindset - holds segregation of duties even when it is inconvenient.
• Timeliness - pays to terms, because a late vendor is a slow vendor when it matters.
• Communication - explains a held invoice clearly to a vendor and to a site.
• Integrity - can admit mistakes, is direct and truthful, and acts in the best interest of clients, employees and Renovo.

Success Measures:

• Invoices approved with evidence of work performed, measured on sampled transactions
• Payment performance to agreed terms
• Invoice to purchase order to receipt match rate
• Disputes resolved without escalation
• Open purchase order and accrual position accuracy at period end
• Work order to invoice reconciliation completed per cycle
• Spend outside the entitlement position identified and raised
• Audit outcomes on the requisition-to-payment record

Safety Requirements:

• Abide by and follow Renovo safety policies, procedures, and injury and illness prevention expectations.
• Maintain a safe working environment for self and others when visiting customer sites, laboratories, offices, or operational environments.
• Follow applicable customer site safety requirements, OSHA guidelines, and laboratory or facility-specific procedures as required.
• Complete required safety training assignments on time.

Physical Requirements:

Remote, office-based work.

No routine client site presence. Where a site visit is required, presence in active laboratory environments including areas with biological, chemical, electrical and cryogenic hazards, with required personal protective equipment.

Travel approximately 5 percent, for training and program meetings.

Classification:

FLSA: Non-Exempt

Note: This position description does not list every activity, duty, and responsibility of the position and may be altered by RENOVO at any time.

EEO Statement

RENOVO Solutions provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics. In addition to federal law requirements, RENOVO Solutions complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training. Employee is an at-will employee, and this does not act as a contract of employment.