Invoice Matching Team Leader

Role Overview

Invoice Matching Team Leader at Ninja. Warehouse-based operations role leading daily invoice matching, reconciliation, exception resolution, and team coordination activities within a fast-paced warehouse environment.

Role Purpose

Lead a team responsible for daily 3-way matching of supplier invoices against supporting documentation, investigating and resolving discrepancies, and ensuring timely closure of transactions while maintaining accuracy and driving process improvement.

Key Responsibilities

Invoice Matching & Verification

• Lead daily 3-way matching of supplier invoices against Purchase Orders, Goods Receipts Notices, returns, and supporting documents.
• Verify quantities, prices, item references, receiving status, and documentation before closing transactions.

Exception Resolution & Coordination

• Investigate and resolve invoice, quantity, receiving, return, duplicate, and documentation discrepancies.
• Coordinate with Receiving, Stock Control, Finance, Procurement/Commercial, and suppliers to resolve outstanding issues.
• Prioritize high-value, aged, and business-critical unmatched transactions and ensure timely closure.
• Escalate material, unusual, or unsupported discrepancies to the relevant supervisor.

Team Leadership & Development

• Allocate daily tasks and monitor team productivity, accuracy, workload, and completion.
• Review complex cases and coach team members on investigation and reconciliation procedures.

Record-Keeping & Compliance

• Maintain accurate records, supporting documentation, and audit-ready reconciliations.

Performance & Improvement

• Monitor key KPIs including matching completion, exception rate, ageing, accuracy, and closure time.
• Identify recurring issues and support process improvement, standardization, and automation initiatives.

Qualifications & Experience

• 3–5 years of relevant experience in invoice matching, reconciliation, Accounts Payable, inventory, warehouse administration, or supply chain operations.
• Previous team lead or supervisory experience is preferred.
• Diploma or Bachelor's degree in Accounting, Finance, Supply Chain, Business Administration, or a related field.
• CPIM, inventory management, AP, or supply chain certifications are an advantage.

Skills & Competencies

• Strong knowledge of 3-way matching, Purchase Orders, Goods Receipts, returns, and invoice documentation.
• Good understanding of warehouse and inventory transaction flows and discrepancy investigation.
• Experience using ERP/WMS systems and advanced Excel for reconciliation and reporting.
• Strong numerical accuracy, attention to detail, and documentation control.
• Excellent leadership, communication, analytical, follow-up, and problem-solving skills.