Contractor Staff Accounts Payable - 5 months

Company description

Re:Sources is the backbone of Publicis Groupe, the world’s third-largest communications group. Formed in 1998 as a small team to service a few Publicis Groupe firms, Re:Sources has grown to 4,000+ people servicing a global network of prestigious advertising, public relations, media, healthcare and digital marketing agencies. We provide technology solutions and business services including finance, accounting, legal, benefits, procurement, tax, real estate, treasury and risk management to help Publicis Groupe agencies do what they do best: create and innovate for their clients. In addition to providing essential, everyday services to our agencies,

Re:Sources develops and implements platforms, applications and tools to enhance productivity, encourage collaboration and enable professional and personal development. We continually transform to keep pace with our ever-changing communications industry and thrive on a spirit of innovation felt around the globe. With our support, Publicis Groupe agencies continue to create and deliver award-winning campaigns for their clients.

Overview

The Staff AP Production Contractor is responsible to troubleshoot with the Agencies and the Resources of Latin America all invoices that Media personnel cannot process due to issues with the documentation such as vendors, projects, missing addresses, among others and assure an effective follow up of the escalations and Agencies’ responses to guide the analyst about the correct way to register the invoices

Responsibilities

Reporting and Analysis:

• Generate Reports: Create reports on a daily, weekly, and monthly basis to ensure proper media process tracking and performance.
• Analyze Issues and Escalations: Perform monthly (or as needed) analysis of escalated issues across different countries and send reports to each respective country.
• Support Report Generation: Provide support in generating ad-hoc reports as requested at any time.

Escalation Management and Issue Resolution:

• Identify and Communicate Causes of Escalations: Identify the different causes of escalations and communicate these issues to minimize the impact of re-work.
• Track, Verify, and Resolve Inconsistencies: Track, verify, send, and work on solutions for inconsistencies found in invoices/requests sent through Sapphire/Bravo following a predetermined matrix.
• Problem Solving: Analyze and resolve problems or special situations originating from daily operations by addressing questions or requests from team members, Re:sources Latam, or agencies.
• Escalation Follow-up: Provide effective follow-up and administration of any issues escalated by team members or other departments.

System Support and Testing:

• Execute System Tests: Conduct tests on the Advertmind system whenever there are system updates, such as mergers or version changes.
• Support System Issues: Provide support in troubleshooting and resolving issues related to Advermind and other related systems.
• Support Incident Management: Assist in documenting and working on media incidents within Advermind using the Keyuser system.

Training and Development:

• Train New Analysts/Staff: Support in training new Analysts or Staff on different systems and processes, particularly in the registration process.
• Support in Migrated/Fusion Processes: Provide assistance during the migration and fusion processes for new countries or organizational mergers.

Process Management and Communication:

• Timely Communication of Process Changes: Communicate process changes to team members and, if necessary, to other areas to ensure consistency and efficiency.
• Process Deviation Reporting: Timely communicate any deviations or issues related to the Media process to the supervisor.
• Support Team Initiatives: Assist in supporting and developing different initiatives aimed at improving the team’s performance and processes.

Approval and Validation:

• Validate, Approve, or Reject Documents: Validate, approve, or reject documents in various external systems related to the registration process.
• Review and Approve Bills: Review, validate, and approve all requirements of bills before distributing them to the team or web vendors.

Documentation and Material Support:

• Update Support Materials: Keep matrices, manuals, or any necessary support materials updated and backed up to ensure the efficient fulfillment of team responsibilities.
• Understand Business Process Exceptions: Understand and apply the various business process exceptions determined by the agencies for invoice processing, ensuring adherence to policies and rules.
• Manage Invoice Adjustments: Review and process requests such as annulments, credit notes, or other documents to cancel or adjust invoices across different systems.

Qualifications

• Education: A high school diploma or equivalent; accounting or finance-related education is a plus.
• Experience: Previous experience in accounts payable, accounting, or similar finance-related roles is preferred.
• Technical Skills: Proficiency in using Microsoft Excel (e.g., formulas, data analysis) and ERP software for data entry and payment tracking.