Title:  Client Service Desk Associate

At Chain IQ, your ideas move fast.

Chain IQ is a global AI-driven Procurement Service Partner, headquartered in Baar, Switzerland, with operations across main centers and 16 offices worldwide. We provide tailored, end-to-end procurement solutions that enable transformation, drive scalability, and deliver substantial reductions in our clients' indirect spend. Our culture is built on innovation, entrepreneurship, ownership, and impact. Here, your voice matters - bold thinking is encouraged, and action follows ambition.

Job Title: Invoice Processing & Allocation – Senior Consultant 

Legal Entity: Chain IQ India LLP 

Location: India 

Department: COO Shared Service 

Reporting to: Procurement Operations / Finance Operations Lead 

 
Purpose:

Provide end-to-end operational support for the receipt, allocation, journaling, and archiving of consolidated supplier invoices. The role ensures accurate plant-level cost allocation, compliant GL and cost center mapping, and timely coordination with Finance and Procurement teams to enable correct posting and audit-ready documentation. 

 
Tasks and Responsibilities: 

Operational: 

• Receive consolidated invoices from multiple strategic suppliers via defined email channels according to agreed billing cycles. 

• Review invoice content to confirm completeness, accuracy, and alignment to consolidated billing structures. 

• Allocate invoice values to individual plants or sites using approved allocation tables or supplier-specific allocation templates. 

• Perform manual allocation activities where templates are not available, including matching site, city, and category data to cost centers and GL accounts. 

• Validate and reconcile allocated totals to ensure they match supplier invoice values prior to journaling or submission. 

• Apply supplier-specific allocation logic, including v-lookups to cost center and GL reference tables where required. 

• Identify and resolve allocation exceptions by coordinating with Finance for missing or unclear allocation codes. 

• Process special project invoices by separating documentation, matching individual items to plant locations, and renaming files to reflect plant-level ownership. 

• Prepare journal entries in line with system constraints (e.g., journal line limits) and agreed park-and-post processes. 

• Coordinate invoice and journal submission for SAP processing in line with defined responsibilities between Procurement and Finance. 

• Ensure invoices are clearly marked with relevant PO information prior to submission for processing. 

• Archive all invoices, allocation files, and supporting documentation in designated shared drives, ensuring traceability and audit readiness. 

• Maintain allocation trackers or ledger files used to support reconciliation, audit reviews, and Finance uploads. 

• Support onboarding of new sites or suppliers by ensuring allocation tables, templates, and communication channels are updated and available. 

Help Desk Support: 

• Provide first-level service desk support for clients and partners, meeting agreed SLAs/KPIs. 

• Log, track, and resolve enquiries in the ticketing tool; escalate to Level 2/leadership/stakeholders as needed. 

• Maintain knowledge articles, client education materials, and operational process documentation. 

• Support P2P/procurement operations (PR/PO/goods receipt) and contribute to platform adoption/testing, training, and continuous improvement. 

 
Requirements: 

Qualification: 

• University degree or equivalent industry experience. 

• Strong oral and written English (mandatory). 

Experience: 

• Experience in invoice processing, cost allocation, or financial operations within a shared services or outsourced environment. 

• Hands-on experience performing manual and template-driven cost allocations across multiple sites or plants. 

• Strong understanding of cost center, GL account structures, and invoice-to-journal workflows. 

• Experience coordinating with Finance and Procurement teams for invoice posting and exception handling. 

• High attention to detail with proven ability to reconcile data and identify discrepancies. 

• Strong documentation and organizational skills to support audit and compliance requirements. 

• Proficiency working with Excel-based templates, allocation tables, and reconciliation files. 

Additional beneficial experience preferred: 

• Minimum 3–4 years of experience in procurement operations, shared services, or customer service-related functions. 

• Experience working in a helpdesk or service desk environment using incident/ticket management systems. 

• Hands-on experience with P2P platforms such as Ariba and/or SAP MM module. 

• Experience supporting invoice allocation, journaling, and financial coordination with Finance teams is a strong advantage. 

• Strong problem-solving skills with a customer-service mindset and attention to detail. 

• Exposure to sourcing processes and contract fundamentals is a benefit. 

Join a truly global team.

We offer a dynamic and international environment where high performance meets real purpose. We're proud to be Great Place to Work-certified and even prouder of the people who make that possible. Let’s shape the future of procurement - together.

Chain IQ – Create. Lead. Make an impact.

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