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Purchasing Administrator

Department:
Aircraft Specification & Procurement (ASAP)
Location:
Dublin, Ireland
Reports to:
Vice President, Aircraft Specification & Procurement

Job summary

The Aircraft Specification and Procurement department is responsible for all aspects of the configuration management process for new (forward-order) and parts procurement required for transitioning (used) aircraft. Specific departmental responsibilities include program management, parts procurement, negotiation and selection of optional airframe features, airline relations, and vendor relations, including processing of invoices for parts and services procured. The departmental team is comprised of ASAP Managers, Purchasing Analysts and Purchasing Administrators.

The following are the primary objectives of the role:

  • Certify all incoming invoices for purchase orders placed to procure Buyer Furnished Equipment, including freight, services, consultants, parts, etc. Invoices are forwarded internally to validators and approvers
    • Check accuracy and alignment of invoice to PO & ensure correct codes link to the charges
    • Follow up internally on aging invoices encouraging expedient resolutions
  • Manage the Invoice Dispute Log
    • Note discrepant invoices & log on “Disputed Invoices” list
    • Work with approvers to resolve and close disputed invoice issues
  • Interface with Accounting & Finance departments to:
    • Resolve invoice system entry issues
    • Expedite AOG (urgent) payment requests
    • Resolve vendor invoice issues

The candidate should be proficient with MS Office, including Excel, and have excellent written and verbal communication skills. Communication will be both external to international vendors and internal across all locations of AerCap. This excellent opportunity would suit a team-player who is detail-oriented and has the drive to meet the challenges of our fast moving business. An interest in the fast-growing aircraft leasing industry is a plus.

Essential functions

The main responsibilities associated with this role include the following but are not limited to:

  • Accurate and efficient certification of large volumes of supplier invoices in line with Group Policy and Procedures
  • Answering supplier queries related to invoices
  • Assisting with ASAP department AOG payment/invoice issues
  • Liaising within ASAP Management and other departments to resolve any vendor invoice issues
  • Special projects, as required

Job requirements, qualifications, and competencies

Experience/Knowledge/Skills

  • At least 1 year working in an Accounts Payable environment (or similar) is essential. Other Accounting or Finance experience may also be considered
  • Experience working in a fast paced environment dealing with high volume of invoices is preferable
  • PC literate with good knowledge of MS Office and MS Excel
  • Experience in processing international invoices in multi-currency
  • Highly motivated individual with ability to work as part of a team
  • Ability to work on own initiative and meet tight deadlines
  • Experience in performing pricing estimates and analysis desirable