Manager, Supplier Operations

Job Description

Job Description

Department: Supply Chain
Reports To: Vice President, Supply Chain & Operations
FLSA Status: Exempt
Position SummaryThe Manager, Supplier Operations is responsible for leading Hays' Supplier Operations function with primary accountability for Invoice Operations and supplier payment readiness. This role ensures supplier invoices are processed accurately, efficiently, and prepared for payment through standardized processes, strong operational controls, and continuous process improvement.

The position also provides leadership over the Enterprise Purchasing Card Program and the administration of supplier onboarding, qualification, supplier master data, and supplier maintenance activities. Working closely with Purchasing, Operations, Accounting, and other business partners, this role is responsible for improving Procure-to-Pay performance, enhancing supplier relationships, and delivering exceptional customer service across the enterprise.Primary Responsibilities

• Lead the Supplier Operations team responsible for Invoice Operations, ensuring invoices are processed accurately, efficiently, and in accordance with company policies and established procedures.
• Oversee daily invoice processing activities, workload balancing, queue management, and resource allocation to achieve departmental service levels.
• Ensure invoices are validated, matched, researched, coded, and prepared for payment while partnering with Accounting, which retains responsibility for payment execution.
• Develop and monitor operational metrics related to invoice processing, backlog management, exception resolution, aging, processing cycle time, and overall team performance.
• Establish, maintain, and continuously improve standardized invoice processing procedures, workflows, and internal controls.
• Partner with Purchasing, Project Management, Operations, and Accounting to resolve invoice discrepancies and eliminate recurring process issues.
• Drive continuous reduction of invoice backlogs while improving supplier payment readiness and operational efficiency.
• Oversee supplier statement reconciliations and proactively identify discrepancies before they impact supplier relationships.
• Serve as the primary operational owner for supplier invoice communications and payment readiness activities.
• Identify and implement process improvements that simplify workflows, improve customer service, reduce manual effort, and enhance overall Procure-to-Pay performance.
• Lead the administration and governance of the Enterprise Purchasing Card Program.
• Establish and maintain program policies, internal controls, and compliance standards.
• Monitor program utilization, spending trends, rebates, reporting, and overall program performance.
• Partner with the card provider to continuously improve the program while ensuring timely resolution of cardholder issues.
• Oversee supplier onboarding, qualification, and ongoing supplier lifecycle administration.
• Ensure supplier master data, banking information, tax documentation, insurance certificates, and supplier records remain accurate and current.
• Maintain governance over supplier master data while continuously improving supplier administration processes and the supplier experience.
• Lead, coach, mentor, and develop a high-performing Supplier Operations team.
• Establish departmental objectives, KPIs, and performance expectations aligned with Supply Chain goals.
• Partner cross-functionally to improve enterprise Procure-to-Pay performance.

Knowledge, Skills & Abilities

• Strong leadership and employee development skills.
• Thorough understanding of Invoice Operations, Procure-to-Pay processes, and supplier payment workflows.
• Knowledge of supplier administration and supplier master data governance.
• Experience administering enterprise purchasing card programs.
• Strong analytical, organizational, and problem-solving skills.
• Excellent communication and stakeholder management skills.
• Proficiency with ERP and Procure-to-Pay platforms (Vista, Kojo, or similar preferred).

Qualifications

• Bachelor's degree in Supply Chain, Business Administration, Accounting, Finance, or related field preferred.
• Seven (7)+ years of progressive experience in Supply Chain Operations, Shared Services, Procurement Operations, or Accounts Payable Operations.
• Three (3)+ years of leadership experience.
• Experience leading KPI development, operational reporting, and continuous improvement initiatives.

Success Measures

• Invoice processing cycle time
• Invoice backlog reduction
• Invoice exception resolution
• Supplier payment readiness
• Enterprise Purchasing Card Program compliance and utilization
• Supplier master data accuracy
• Internal customer satisfaction
• Supplier satisfaction
• Team productivity and continuous improvement

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