Maintenance Invoice Coordinator

Service Center

CSCS TX

The Maintenance Invoice Coordinator is responsible for the accurate processing, verification, and reconciliation of supplier invoices related to maintenance activities at Caliber. This role manages invoice workflows, resolves discrepancies, and ensures alignment with purchase orders and company procedures within the Workday system. Serving as a key liaison between internal departments, vendors, and Accounts Payable, the Maintenance Invoice Coordinator supports timely payments, communicates resolution of billing issues, and helps maintain financial accuracy across maintenance operations with limited supervision.

Maintenance Invoice Coordinator

• Create Supplier Invoice Requests, calculate and include additional charges (tax, freight, installation fees).
• Handle disputed Supplier Invoice Requests returned by the approver and manage the individual Workday inbox.
• Review purchase orders and verify the invoice information is accurate before submitting to accounting for processing.
• Create change orders on purchase orders when invoice information is incorrect and monitor the change order process until completion.
• Process and submit credit memos to accounting.
• Resolve processing errors returned from Accounts Payable (AP).
• Review statements, research issues, and reconcile any invoices not posted in Workday.
• Provide remittance information and payment details as necessary.
• Redirect invoices to the correct teams if mistakenly submitted to the maintenance inbox.
• Communicate with vendors and internal departments to resolve any invoice or purchase order discrepancies.
• Sort and distribute physical mail accordingly.

Requirements

• High school Diploma or equivalent
• 0 - 2 years of experience
• Strong written and verbal communication skills
• Knowledge of Microsoft software’s such as excel and work
• Time management skills
• Organizational skills