What you will do on your journey with WebBeds.
As a VAT Invoice Collection Team Lead, you will lead the collection, validation, and reconciliation of compliant VAT invoices, ensuring accurate and timely processing while protecting VAT recovery opportunities. You will oversee day-to-day team operations, manage supplier follow-up, and ensure outstanding or non-compliant invoices are resolved effectively.
You will work closely with suppliers and internal stakeholders to strengthen controls, improve invoice receipt rates, resolve discrepancies, and drive continuous improvement across invoice collection and reconciliation processes.
In this role you will:
Key responsibilities
- VAT invoice collection: Oversee the timely collection of compliant VAT invoices from Saudi suppliers and establish clear priorities for supplier follow-up.
- Supplier engagement: Build effective working relationships with suppliers and internal stakeholders to improve invoice receipt rates and resolve recurring documentation issues.
- Escalation management: Act as the escalation point for missing, invalid, delayed, or non-compliant invoices, ensuring clear ownership and timely resolution.
- Reconciliation and validation: Ensure VAT invoices are accurately reconciled against bookings, payments, supplier statements, and supporting records before submission for recovery.
- Discrepancy resolution: Guide the investigation and resolution of unmatched transactions, invoice inaccuracies, and supplier record differences, ensuring appropriate evidence and audit trails are maintained.
- Outstanding invoice management: Monitor ageing and prioritise high-risk or high-value cases, implementing focused actions to reduce outstanding invoices and protect VAT recovery opportunities.
- Team operations: Allocate workloads, monitor capacity and service levels, and provide clear direction to support accurate and timely delivery.
- Controls and governance: Establish and monitor controls that support completeness, accuracy, appropriate review, and traceability across invoice collection and reconciliation activities.
- Performance reporting: Produce regular reporting on invoice receipt rates, outstanding items, reconciliation status, supplier performance, recovery opportunities, and operational risks.
- Process improvement: Identify and implement opportunities to streamline, standardise, and automate invoice collection and reconciliation processes, while maintaining accurate process documentation and training materials.
- Team leadership and development: Coach team members, provide guidance on complex cases, support development discussions, and strengthen capability and knowledge continuity across the team.
The skills we would love to see in your suitcase!
- Experience in VAT invoice collection, reconciliation, finance operations, accounts payable, tax operations, or a related financial environment.
- Strong knowledge of VAT invoice requirements, reconciliation processes, financial controls, and audit documentation.
- Experience working with financial systems and data to support invoice validation, reconciliation, and performance reporting.
- Strong analytical and problem-solving skills, with the ability to identify discrepancies, assess risk, and determine appropriate actions.
- Excellent supplier and stakeholder management skills, with the ability to resolve issues and build effective working relationships.
- Strong organisational and prioritisation skills, with the ability to manage competing workloads and deadlines while maintaining accuracy.
- Excellent attention to detail and a structured approach to controls, documentation, and reconciliation.
- Clear communication skills with the ability to manage escalations and provide practical guidance on complex cases.
- Strong team leadership and coaching skills, with the ability to build capability and support team development.
- A continuous improvement mindset, with the ability to identify opportunities to streamline, standardise, and automate processes.
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