Invoice Resolution Specialist Jobs (NOW HIRING)

Description

Due to the nature of our work in defense, Darkhive does not provide visa sponsorship for this role. Candidates must be eligible to obtain and maintain a security clearance, which usually requires US citizenship.
 

About Darkhive:

Established in 2021, Darkhive is redefining the future of autonomous systems. We design and build next-generation hardware and software solutions that seamlessly integrate into critical public safety and defense networks. Our core focus centers on developing tactical, human-machine interfaces and scaling the mass production of affordable, attritable uncrewed systems alongside our government partners.

At Darkhive, we are a high-growth team of U.S. Special Operations veterans, aerospace engineers, robotics perception experts, and DevSecOps professionals. Above all, we are a mission-first culture. We believe that global teams operating on the front lines deserve high-quality, intelligent tools that ensure safety when each second counts.

If you are a free-thinking problem solver looking to build cutting-edge robotics in a fast-paced, highly collaborative startup environment, apply with Darkhive today!

Procurement Operations Specialist Role:

The Procurement Operations Specialist is a pivotal and important role in driving the operational performance of the supply chain team internally and externally. Working across supply chain, engineering, and program teams, the Procurement Operations Specialist will manage a variety of front-end and operational procurement work-flows, including but not limited to...

• Manage supplier on-boarding processes across the company to ensure supplier compliance to company and customer requirements
• Drive the material flow into internal and external manufacturing locations and ensure supportability for customer programs
• Own the execution and program management of NDAA compliance internally and with the supply chain
• Partner with internal teams to ensure proper forecasting and supply planning activities are operational and driving possible business outcomes
• Track and drive supplier performance against established KPIs

This is a full-time, exempt non-supervisory role reporting to the Vice President of Supply Chain. This role hybrid onsite in San Antonio, Texas with expected travel of less than 10% of the time.

Key Responsibilities:

Supplier On-Boarding

• Work with Supply Chain and Commodity managers to strategically source new suppliers in line with new programs and product development efforts
• Lead or support the on-boarding of new suppliers, including collection of required documentation (W-9, certificates of insurance, banking information, compliance certifications)
• Set up new vendors in the ERP/procurement system and ensure supplier records are complete and accurate
• Coordinate cross-functionally with Finance, Legal, and Quality to ensure new suppliers meet company requirements

Purchase Order Management & Procurement Execution

• Place purchase orders accurately and on time in response to approved purchase requisitions and customer demand signals
• Receive goods and services against open purchase orders in the ERP system; ensure receipt documentation is accurate and complete
• Manage the full procure-to-pay (P2P) cycle from requisition through PO issuance, receipt, and invoice resolution
• Monitor open POs, expedite as needed, and communicate delivery status to internal stakeholders
• Track the shipment and receipt of critical material for prototype and production builds as well as key material requirements for customer programs

Invoice Clearance & Payment Coordination

• Partner with the Accounting/Finance team to review, match, and clear supplier invoices against purchase orders and receiving documents (3-way match)
• Resolve invoice discrepancies, pricing variances, and quantity mismatches in a timely manner
• Support month-end close activities by ensuring POs and receipts are accurately reflected in the system. Manage supplier escalations and issues related to material receipts and invoice processing

Supplier Delivery Performance Management

• Track and measure supplier on-time delivery (OTD) performance against committed dates
• Conduct regular supplier performance reviews; identify trends, root causes, and corrective action plans for underperforming suppliers
• Maintain delivery performance data and communicate results to internal stakeholders and suppliers
• Partner with the Quality organization to address supplier non-conformance issues and root cause corrective action

Compliance: Country of Origin & NDAA

• Drive programs to ensure compliance with country-of-origin requirements and the National Defense Authorization Act (NDAA)
• Collect, validate, and maintain supplier documentation related to country of origin, certificates of compliance, and NDAA representations
• Partner with legal, finance, and program management to ensure procurement activities align with regulatory and contractual obligations
• Flag and escalate non-compliant components or suppliers and work cross-functionally to identify compliant alternatives

Metrics, KPIs & Spend Analytics

• Maintain and report on key procurement and supply chain KPIs including on-time delivery, purchase price variance (PPV), PO cycle time, invoice accuracy, and spend by category/supplier
• Track and analyze trends in key spend categories; surface insights and recommendations to management
• Leverage ERP and analytics tools to generate regular and ad hoc procurement reports

Qualifications You Bring:

• Bachelor's degree in Supply Chain Management, Business Administration, Finance, or a related field-or equivalent work experience
• 2-5 years of experience in procurement, purchasing, buying, or supply chain operations
• Knowledge of electronic components, mechanicals, electro-mechanicals, and subcontracting services
• Proficiency with ERP systems (SAP, Oracle, Microsoft Dynamics, or similar); experience with procure-to-pay platforms
• Working knowledge of procurement fundamentals: PO management, 3-way match, and supplier management
• Strong analytical skills; proficiency in Microsoft Excel for spend analysis and reporting
• Excellent written and verbal communication skills; ability to work cross-functionally with Accounting, Operations, and Program Management
• High attention to detail and the ability to manage multiple priorities in a fast-paced environment
• Strong negotiation and communication skills
• Ability to manage multiple priorities and meet deadlines
• Detail-oriented with strong analytical and problem-solving abilities
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook)
• Understanding of shipping, logistics, and international trade regulations

Bonus Qualifications:

• Familiarity with NDAA compliance requirements (Section 889, country-of-origin rules) preferred
• Direct experience in the Uncrewed Aircraft Systems (UAS) or robotics industry
• An active security clearance (this is not required)
• Prior experience in a fast-paced startup environments

Physical and/or Mental Requirements:

• Ability to sit and/or stand for periods of time
• Ability to use a keyboard, mouse, and other equipment with or without accommodations
• Ability to maintain awareness during business hours
• Ability to lift up to 15 pounds
• Excellent written and verbal communication and good command of the English language
• Learns and memorizes routine tasks
• Reasonable accommodations will be provided to any person with a disability to be able to perform the essential job functions of this position
• Darkhive retains the right to change or assign other duties as required for this position

Selection Process:

• Hiring team reviews applications
• 20-minute pre-screen with Darkhive recruiter
• 30-minute phone screen with the hiring manager
• Take home project
• In-person or video interview with extended hiring team

Benefits Darkhive Offers:

• Comprehensive medical plans
• 100% employer paid dental and vision insurance premiums
• Automatic 401k employer contribution with vesting
• Paid vacation and personal time off
• 11 Paid holidays
• 5 days of sick leave
• Stock options
• Welcoming and friendly work environment
• Respect of work-life balance

Darkhive is an equal-opportunity employer and prohibits discrimination and harassment against any employee or applicant because of race, color, gender (including pregnancy), age, gender identity, creed, religion, national origin, sexual orientation, marital status, genetic information, disability, political affiliation, protected veteran status, or any other status protected by federal, state, or local law.