Operations Cost Analyst

Role Overview

At Mumzworld, Operations plays a critical role in ensuring that our logistics, warehouse, and vendor ecosystem operates efficiently and cost-effectively.

We are looking for an Operations Cost Analyst to act as the operational bridge between external vendors, the Logistics & Operations team, and Finance. This role will own the pre-approval spend and invoice verification lifecycle ensuring vendor charges are accurate, discrepancies are resolved, required approvals are secured, and only verified invoices are handed over to Finance for payment processing.

This is a hands-on, detail-oriented role suited to someone who enjoys working with numbers, investigating discrepancies, coordinating with multiple stakeholders, and improving operational processes.

What You'll Be Doing

Invoice Verification & Audit

• Audit incoming vendor invoices across 3PL logistics, warehouse packaging, uniforms, and daily operational supplies

• Validate invoices against internal operational tracking tools, rate cards, delivery logs, and supporting documentation

• Identify incorrect charges, calculation errors, duplicate charges, or missing information before invoices are approved

Discrepancy & Conflict Resolution

• Investigate variances between internal operational calculations and vendor-submitted amounts

• Reconcile operational logs, toll calculations, rates, quantities, and other supporting data

• Work directly with vendors and internal stakeholders to resolve billing discrepancies before departmental approval

• Maintain clear documentation of discrepancies and their resolution

Expense & Quote Coordination

• Coordinate operational expense requests and ensure the required pre-approvals are obtained

• Manage quote approval processes for operational purchases and non-standard services

• Ensure expenses outside existing vendor contracts follow the appropriate approval process

• Track pending approvals and follow up with relevant stakeholders to avoid delays

Vendor Coordination & SLA Management

• Act as the main operational point of contact for external vendors on invoice and billing matters

• Guide vendors on company invoice submission requirements and documentation standards

• Ensure vendors comply with agreed Finance and Operations SLAs

• Build strong working relationships while maintaining process discipline and accuracy

Pre-Approval Workflow Management

• Own the internal invoice pre-submission pipeline from initial receipt through final verification

• Ensure invoices are complete, accurate, and properly supported before being submitted to Finance

• Coordinate with Operations and Finance to resolve outstanding issues and prevent payment delays

• Continuously identify opportunities to streamline and improve the invoice verification process

Cost Tracking, Analytics & Reporting

• Maintain accurate operational cost and spend-tracking data

• Support reporting on operational spend, vendor costs, and category-level expenses

• Analyze cost and billing trends to identify recurring discrepancies, risks, and savings opportunities

• Provide accurate data to support vendor performance reviews, budget planning, and operational decision-making

What You'll Need

Experience

The Foundation: 6 months – 2 years of experience in Accounts Payable support, billing administration, invoice auditing, cost tracking, Finance Operations, or a similar role.

The Background: Experience working with invoices, vendor payments, expense tracking, reconciliations, or operational finance processes is preferred.

The Track Record:

• Hands-on experience reviewing and reconciling invoices against supporting data

• Proven ability to identify calculation errors and billing discrepancies

• Experience coordinating with vendors or external service providers

• Experience working with multiple internal stakeholders to resolve financial or operational issues

• Exposure to logistics, warehouse, procurement, or e-commerce operations is a plus

Qualifications & Technical Skills

Education: Bachelor's degree in Finance, Accounting, Business Administration, Operations, Supply Chain, or a related field is preferred.

Strong hands-on expertise across:

• Invoice verification and reconciliation

• Excel / Google Sheets and data analysis

• Vendor billing and expense coordination

• Cost tracking and reporting

• Data accuracy and documentation

• ERP, logistics, inventory, or operational management systems

AI-first thinking: Comfortable using AI and automation tools to improve data reconciliation, reporting, invoice validation, and day-to-day operational processes.

Why This Role Matters

The Operations Cost Analyst sits at an important intersection between Operations, vendors, and Finance. Accurate invoice validation and cost tracking directly impact our ability to control operational spend, maintain healthy vendor relationships, and ensure Finance receives clean and reliable information.

By ensuring that every invoice is properly verified before it reaches Finance, this role helps reduce billing errors, prevent unnecessary costs, improve operational controls, and create better visibility into our overall spend.

Who You Are

You are highly detail-oriented and naturally spot inconsistencies in numbers, invoices, and operational data. You enjoy investigating problems rather than simply flagging them, and you're comfortable following up with vendors and internal teams until an issue is fully resolved.

You're organized, analytical, and comfortable working with Excel or Google Sheets. You take ownership of your work, understand the importance of deadlines and SLAs, and can balance accuracy with speed in a fast-moving environment.

You're also curious about technology and actively look for ways to use AI and automation to make processes faster, smarter, and more accurate.