Purchase Order, Statement and Transaction Support

Purchase Order Processing

Create, assemble, and upload support documents (service requests, quotes and proposals) to the AB Purchase Order System, properly code and allocate the cost, submit for approval, monitor, provide status updates, and close-out Purchase Orders when transaction is complete.Reconcile and correct allocation information.Work with Finance to resolve AB Purchase Order System payment issues.Ensure that Vendors and Service Providers are active in the AB Purchase Order SystemRequest W-9 forms and COIs, when required, from vendors as part of the AB vendor approval process,

Vendor Invoice Processing

Assemble and upload support documents (Service Requests, quotes, proposals, and invoice allocation tracking document) to the AB Vendor Invoice Processing System, edit/modify/correct, if needed, code and allocate the cost, submit for approval, monitor, and provide status updatesIdentify invoice issues and work with vendors to resolve.Download invoices from various websites for services rendered, assemble with supporting documents (service requests, quotes, proposals, receipts, and packing slips) and send to AP processing team.Document invoices processed into the Invoice Tracking spreadsheet to include the check payment number and date.   Ensure that Vendors and Service Providers are active in the AB Vendor Invoice Processing SystemRequest W-9 forms and COIs, when required, from vendors as part of the AB vendor approval process.

Purchase Card (P-Card) Processing

Collect, assemble, and upload support documents (Service Requests, quotes and proposals, receipts and packing slips) to the AB Purchase Card System, edit/modify/correct, as needed, code and allocate the cost, submit for approval, monitor, and provide status updates.Create and send email with monthly statement and supporting documents (service requests, quotes, proposals, receipts, and packing slips) for charges and to the P-Card processing Team. 

Landlord & Sub-Tenant Statement Processing

Work with Facilities and various Admin Services teams (Finance, Lease Administration, Design & Construction, and Assets) to break-down the statement, confirm the services, and perform accurate allocations for payment, billing, and charge backs within the AB Vendor Invoice Processing System.Assemble and upload support documents (Service Requests, quotes, proposals, and invoice allocation tracking document) to the AB Vendor Invoice Processing System, edit/modify/correct, code and allocate the cost, submit for approval, monitor, and provide status updates.Work with the AB Lease Administrator to resolve sub-tenant billing between Facilities and building management.

Facilities Coordination Support

Coordinate building and AB space access, for US domestic sites, with local property/building management, AB Security, and the local AB BusinessAdminister and coordinate employee parking: new parking requests, garage facility and vehicle information changes, respond to parking concerns, parking terminations, parking validations, prepare and process related firm and employee costs. Seek knowledge of all garages and their exits and entrances as well as locations of EV parking spaces, etc.  Work closely with all parking garage mangers.  Update and keep current, vendor contact information in the Computer Maintenance Management System (CMMS) / Integrated Workplace Solution (IWS)Actively solicit and electronically file new and updated COI documents from vendors and all other service providers entering Landlord and AB space.Update, and keep current, contact information in the CMMS/IWS on AB employee primary points of contact at AB’s US Domestic sites and headquarters.Create service requests, as directed, using the CMMS/IWS application.Monitor service request queues in the CMMS/IWS application and take necessary follow-up actions to advance the progress of requested Facilities, Building, Cleaning, Repairs, or other services to completion.Work closely with the Maintenance Coordinator to schedule and coordinate planned routine periodic preventive maintenance with vendors and service providers and coordinate same for unplanned services and repairs.Prepare and distribute the off-hour and weekend work schedule once all approvals have been received.Assist in the creation and document preparations of Request for Proposal (RFP)/Bid Documents, associated department contract approval and management forms, submissions and contract leveling sheets.Submit AB Requests for Qualifications (RFQ) forms to vendors.Assist in the creation and document management of Facilities Project Request (FPR) documents and files.Order and maintain the inventory of office supplies and assist with the purchase of non-general office supplies through the AB Purchase Order System and other resources, if needed and approved by managementPerform other administrative duties including the maintenance of the department’s physical and electronic filing systems, as well as draft routine correspondence.Schedule internal and client meetings, take minutes, record, and track status, and distribute for review.Cover departmental telephones: How will this be done?Schedule/research travel and hotel accommodations using the online travel tool; process Travel and Entertainment expenses: Will we have this person book our travel and process our expenses?Provide general administrative team support and work on special projects as directed.

Nashville, Tennessee