Shared Services Applications Administrator

About the position

We are seeking an experienced Shared Services Applications Administrator to lead the system administration and configuration efforts for the Coupa platform, encompassing Procurement, Invoicing, Expenses, and Supplier Management modules. This role is pivotal in ensuring seamless integration, performance monitoring, and troubleshooting within the Coupa and ERP/AP systems.

Responsibilities
• Serve as the primary administrator for the Coupa platform, handling Procurement, Invoicing, Expenses, and Supplier Management modules.
• Configure and maintain system workflows, approval chains, user roles, and permissions.
• Manage integrations between Coupa and ERP/AP systems.
• Monitor system performance, troubleshoot errors, and coordinate resolutions with internal IT or Coupa Support.
• Handle end-to-end AP processes including invoice intake, PO matching, exception handling, and payment workflow routing.
• Identify and resolve invoice discrepancies, coding issues, duplicate invoices, and supplier setup errors.
• Ensure tax, accounting, and compliance rules are correctly applied within Coupa.
• Maintain supplier master data, including onboarding and verification.
• Provide daily support to AP staff, Procurement teams, and business users.
• Diagnose user errors or system issues, offering guidance or solutions.
• Create and maintain training materials, job aids, SOPs, and quick reference guides.
• Lead training sessions, demos, and onboarding for new users.
• Identify opportunities to streamline AP, purchasing, and expense processes through automation or workflow improvements.
• Manage system upgrades, new feature rollouts, and Coupa release testing.
• Implement best practices for P2P and AP automation across business units.
• Participate in system configuration changes and coordinate User Acceptance Testing (UAT).
• Ensure compliance with internal controls and audit procedures.
• Maintain accurate records of system configuration changes and user access.
• Support internal and external audit requests related to AP or Coupa activity.
• Develop and maintain Coupa dashboards, reports, and data extracts for AP metrics, spend analytics, and compliance tracking.
• Provide visibility into KPIs such as invoice cycle time, exception rates, PO compliance, and spend trends.
• Support Finance and AP leadership with ad hoc analysis as needed.
• Work closely with Procurement, Finance, IT, and external vendors to resolve issues and improve processes.
• Serve as a liaison between AP and Coupa Support to resolve technical problems.
• Participate in P2P transformation efforts, system upgrades, and continuous improvement initiatives.

Requirements
• 5+ years of Coupa analysis, automation, and implementation experience or 3+ years of Coupa experience in processing.
• Proficiency in Excel, including pivot tables and vlookups.

Nice-to-haves
• Experience with accounts payable and accounting processes.
• Familiarity with reconciliation, invoice handling, and automation.

Benefits
• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

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