Vendor Account Coordinator/Finance Assistant

Join a global leader in aviation fuel supply and international trip planning services.

World Fuel is seeking a Vendor Account Coordinator / Finance Assistant to support our global aviation trip planning operations. This role focuses on high‑volume vendor invoicing, account reconciliation, and dispute resolution, while working closely with international vendors and internal stakeholders.

This is an excellent opportunity for candidates with finance administration experience who enjoy working with numbers, resolving issues, and delivering high‑quality service in a global environment.

What You’ll Be Responsible For

Vendor Account Reconciliation

• Coordinate with Accounts Payable teams to ensure timely vendor payments, including approved prepayments
• Reconcile vendor accounts across multiple paysites and systems
• Partner with the MH Aviation Administration Manager and Global Vendor Team to resolve issues
• Minimise exposure to overpayments, credits, and reconciliation discrepancies

Invoice & Dispute Resolution

• Handle escalated internal queries related to vendor invoicing (Colt / Spire / AVCARD)
• Analyse disputes, identify root causes, and determine resolution steps
• Gather and verify supporting documentation (invoices, delivery tickets, etc.)
• Liaise directly with vendors to resolve invoicing and payment issues
• Work with internal departments to fully resolve queries to a high standard
• Provide clear, professional feedback to internal stakeholders

Vendor & Stakeholder Support

• Respond to vendor queries regarding:
  • Missing or delayed payments
  • Remittance advice and payment breakdowns
• Maintain professional communication with internal and external stakeholders

Vendor Setup & Pricing

• Set up new vendor accounts and create service billing sites for MH entities
• Obtain trip support pricing from vendors
• Analyse, standardise, and format pricing information
• Accurately load pricing into internal databases for Supporting Services

Continuous Improvement

• Identify opportunities to improve vendor and merchant service
• Share process improvement ideas and feedback with your manager
• Participate in team meetings and contribute to service enhancements
• Support customer and merchant retention through responsive, high‑quality service

Systems & Administration

• Perform assigned system maintenance as required
• Work within Oracle, Office 365, and shared folders

What We’re Looking For

Essential

• 6+ months’ experience in finance or accounting administration
• Proven experience processing and reconciling high volumes of invoices
• Strong monthly account reconciliation skills
• Excellent written and verbal communication skills in English
• Strong customer service experience handling high volumes of enquiries
• Strong numerical, analytical, and problem‑solving skills
• High accuracy and speed in data capture and processing
• Strong MS Office skills, particularly Excel

Desirable

• Degree or diploma in Finance, Accounting, or a related field
• Experience with Oracle or other financial systems
• Additional language skills such as French or Spanish

Why Join World Fuel?

• Be part of a global organisation in aviation and energy services
• Gain exposure to international vendors and stakeholders
• Join a collaborative, professional finance team
• Build your career in a fast‑paced, high‑volume environment.

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