Admin Staff – PO and Claims Processing

Key Responsibilities

Purchase Order (PO) Processing

• Review incoming purchase requests for completeness, accurate coding, and authorized approvals.
• Generate and issue official Purchase Orders using the company system.
• Track order fulfillment, follow up with suppliers on delivery schedules, and update order statuses.
• Perform three-way matching (comparing POs, receiving reports, and vendor invoices) before routing for payment.

Claims & Reimbursements Management

• Receive, verify, and audit employee expense claims, travel reimbursements, and vendor payment requests.
• Ensure all submitted claims comply with internal company policies, tax standards, and documentation requirements (valid receipts and invoices).
• Maintain complete and accurate logs of all processed, pending, and approved claims.
• Address and resolve discrepancies regarding declined or delayed claims with relevant stakeholders.

Vendor & Operational Support

• Serve as the primary point of contact for internal teams and vendors regarding PO statuses, payment schedules, and claim queries.
• Maintain digital and physical filing systems for audits and financial reviews.
• Assist in generating weekly and monthly reports on PO utilization, claims volume, and open balances.

Qualifications & Key Requirements

• Education: Bachelor’s degree or diploma in Business Administration, Finance, Accounting, Office Management, or a related field.

• Experience: 1–3 years of experience in administrative support, purchasing, accounts payable, or claims processing.

• Technical Skills:

  • High proficiency in MS Excel (vlookup, pivot tables, and data entry).
  • Hands-on experience with ERP/Accounting software (e.g., SAP, Oracle, NetSuite, or internal database systems) is preferred.

• Competencies:

  • Exceptional attention to detail and accuracy with numbers.
  • Strong organizational and time-management skills.
  • Clear written and verbal communication skills for cross-departmental coordination.