The Intake Analyst is responsible for maintaining vendor invoice account credentials, monitoring invoice import behavior for missing invoices, and fixing account registration issues preventing a healthy import status. This is a key role in the improvement of invoices successfully importing into the Vendor Invoice Queue (VIQ), which directly reduces Stop Services due to missing invoices.

Essential Duties & Key Responsibilities

Audit open workorder reporting for missing invoices, schedule corrections and processing setup enhancements.
Manage and report vendor invoice import inconsistencies (invoices failing to import after sent, credential failures, portal migrations).
Track new account registrations, assure successful invoice import and stop service prevention during the first 120 days.
Track cancelled account closing statements, assure billable invoices are provided prior to account deactivation from intake.
Maintain accurate records on intake documentation to provide all groups with the current status of customer accounts.
Report inaccurate invoice data to vendors to assure a successful import (bill to, email, portal access, contact information).
Resolve day-to-day escalated requests relating to vendor invoice intake issues.
Ability to travel and/or work onsite as needed.
Performs other duties as assigned or apparent.

Supervisory Responsibilities:

This job has no supervisory responsibilities.

Experience & Qualifications:

High school diploma required.
Current Rubicon Employee with a minimum employment length of 1 year.
Experience in account management, auditing, and invoice processing is a plus.
Basic knowledge of Foundry and Microsoft Office, with emphasis on SharePoint and Excel.
Strong organizational skills with the ability to manage multiple priorities and deadlines.
Attention to detail and a commitment to accuracy in all aspects of program management.
A proactive, can-do attitude with a willingness to take ownership of tasks and drive them to completion.
Ability to work independently while also being a team player who thrives in a collaborative environment.
Discretion and trustworthiness in handling sensitive information and supporting high-level strategic initiatives.
Travel and/or onsite work will be on an as needed basis

Physical Demands and Working Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the functions.

While performing the duties of this job in a home office setting, the employee is regularly required to work on a computer for extended periods of time.
Frequent use of a computer requires fine motor skills and hand-eye coordination.
Ability to sit for extended periods while working from home or a designated workspace.
Ability to perform tasks that require sustained attention and focus.
Occasional lifting of materials up to 25 pounds.
Travel to attend team meetings may be required.
To facilitate working from home, and as a requirement for this role, the employee must provide reliable internet connection with sufficient bandwidth to execute all job functions and technology setup conducive to remote work. The company laptop will be provided.
A quiet, distraction-free workspace is required for maintaining productivity.
Collaboration with team members may occur through virtual meetings and communication platforms.

About Rubicon

Rubicon is a leading provider of technology-based waste and recycling solutions for waste generators, helping them to understand, manage, and reduce waste.

We provide multi-location businesses with an all-in-one waste and recycling solution, offering deep insights into your waste streams to enable informed decision-making and actions across all your locations. We help customers achieve sustainability goals with tailored zero waste solutions, leveraging our longstanding relationships with more than 8,000 vendors and hauler partners.

Rubicon is an Equal Employment Opportunity Employer. We also maintain a Drug-Free Workplace.

Rubicon is committed to sustainability and will rely on all employees to serve as an advocate for Environmental Social and Governance (ESG) both internally and externally to help grow the Company’s ESG objectives.

Environment: Contribute, measurably, to Rubicon’s carbon reduction goal and circular economy efforts
Social: Support Rubicon’s efforts to cultivate/promote racial and gender equity
Governance: Advance Rubicon’s commitment to best-in-class governance practices

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