Admin Support Analyst, Direct Imports

Description

If you are a supply chain professional with a passion to innovate and contribute in a fast paced growing environment, you might be a good fit to join Amazon.com Supply chain team. This role involves big data handling and cross functional communication. The candidate is expected to have exceptional analytical, planning and written/verbal communication skills along with preferred experience in managing direct imports function in retail domain.

Key job responsibilities
Invoice Processing & Validation

– Review and analyze invoices received from vendors and carrier companies for direct import shipments
– Validate invoice line items, quantities, unit prices, and totals against corresponding purchase orders (POs) and goods receipt notes
– Identify and flag discrepancies such as overcharges, duplicate invoices, missing documentation, and incorrect pricing
– Ensure invoices comply with agreed payment terms, trade terms (Incoterms), and contractual obligations

Defect Management & Resolution

– Investigate and resolve invoice defects including short shipments, over-invoicing, late invoicing, and mismatched quantities
– Maintain a defect tracker to log, categorize, and monitor invoice discrepancies through to resolution
– Perform root cause analysis on recurring invoice defects and recommend corrective actions to reduce defect rates
– Escalate unresolved invoice issues in a timely manner following established protocols

Vendor & Carrier Communication

-Serve as the primary point of contact for vendors and carrier companies on all invoice-related queries
– Communicate proactively with vendors to obtain missing invoices, and request corrections
– Conduct regular check-ins with key vendors to review invoice accuracy performance and drive improvement
– Build and maintain strong working relationships with external partners to ensure smooth invoice processing

Finance Collaboration & Reporting

– Work closely with the Finance team to support monthly and quarterly statements
– Assist in finalizing financial records for month-end and quarter-end close processes
– Prepare and share invoice aging reports, defect summaries, and payment status updates

Data Analysis & Process Improvement

– Analyze invoice data trends to identify patterns in defects, late submissions, and payment delays
Generate reports and dashboards to provide visibility into invoice health metrics (e.g., missing invoices, late invoices, partial invoices)
– Recommend and implement process improvements to enhance invoice accuracy and reduce turnaround time
– Maintain organized records and documentation for audit readiness

Basic Qualifications

– 1+ years of customer-facing environment, warehousing, logistics or manufacturing experience
– Experience with Microsoft Office products and applications
– Experience with Excel

Preferred Qualifications

– 2+ years of customer-facing environment, warehousing, logistics or manufacturing experience

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