Billing Clerk

Permanent

Gauteng

Overview

We are a Supply Chain and Sales & Merchandising partner adding value to your business through a fully integrated, temperature-controlled network in Southern Africa.

But we are also more than that. We are people serving people. While we boast the best in tech and infrastructure, our people are our greatest resource. With our skilled, curious, can-do people at the forefront, our assets become your assets, our service your solutions.

Vector’s vehicle fleet includes a food industry first in ‘multi-temperature’ vehicles enabling the company to service business across frozen, chilled and ambient temperature zones on a single delivery.

Job Purpose
To collect the records of charges for goods sold, calculate the necessary charges, and
prepare invoices to be sent to clients and customers.

Key Responsibilities

Billing

• Compile the documents and records from different sources such as sales
  receipts, purchase orders, shipping invoices, credit slips, and tax statements.
• Calculate the invoice total and any discounts or special rates that apply.
• Prepare the bill and enter the amount into the accounting system.
• Ensure the amounts captured into the system correlate with the receipts.
• Send the bills to customers electronically via e-mail.
  Resolve billing-related issues for customers.
• Maintain copies of invoices for recordkeeping purposes.
• Contact clients and customers to make sure their information is current and
  accurate.
• Issue credit memos.
• Correct discrepancies and inaccurate bills.
• Complete ad hoc invoicing and reconciliations.
• Ensure customer invoices and related delivery documentation is available
  prior to vehicle departure.
• Administer and implement all paperwork, delivery notes, invoices as per
  defined procedures and Group standards.
• Maintain timely input to SAP and ensure accurate transaction records.
• Check invoices ensuring compliance with VAT legislation.

Information and Data Management

• Accurately and regularly capture data into the information system to enable
  access to reliable data and reporting for trend analysis and decision making.

Ad hoc Administration

•  File and safeguard records and invoices within area of responsibility.
  
• Compile ad hoc spread sheets.
  
• Track and report returned merchandise.

Safety and Security

•  Comply with applicable company policies including those pertaining, but not limited to health, safety, environment, risk and quality and HACCP/ISO.
• Conduct housekeeping within working area in accordance with standard
  operating procedures.

Effective Teamwork and Self-Management

• Take ownership and accountability for tasks and activities and demonstrate effective self-management in terms of planning and prioritising, and self development.
  
• Follow through to ensure that quality and productivity standards of work areconsistently and accurately maintained.
  
• Inform relevant parties in the event of tasks or deadlines not met, the potential risks thereof and provide appropriate resolution.
  
• Manage colleagues’ expectations and communicate appropriately.
  
• Demonstrate willingness to help others and “go the extra mile” to meet team
  targets and objectives

KPI’s

•  Compliance with documentation and safeguarding policies and practices
  
• Accuracy of billing documentation and related data
  
• Timeliness of billing
  
• Customer satisfaction rating
  
• State (order) of filing and documentation

Key Relationships

Internal

• Functional teams
• Audit team
• SHEQ and risk management
• Finance administration team
  
  

Job Purpose
To collect the records of charges for goods sold, calculate the necessary charges, and
prepare invoices to be sent to clients and customers.

Key Responsibilities

Billing

• Compile the documents and records from different sources such as sales
  receipts, purchase orders, shipping invoices, credit slips, and tax statements.
• Calculate the invoice total and any discounts or special rates that apply.
• Prepare the bill and enter the amount into the accounting system.
• Ensure the amounts captured into the system correlate with the receipts.
• Send the bills to customers electronically via e-mail.
  Resolve billing-related issues for customers.
• Maintain copies of invoices for recordkeeping purposes.
• Contact clients and customers to make sure their information is current and
  accurate.
• Issue credit memos.
• Correct discrepancies and inaccurate bills.
• Complete ad hoc invoicing and reconciliations.
• Ensure customer invoices and related delivery documentation is available
  prior to vehicle departure.
• Administer and implement all paperwork, delivery notes, invoices as per
  defined procedures and Group standards.
• Maintain timely input to SAP and ensure accurate transaction records.
• Check invoices ensuring compliance with VAT legislation.

Information and Data Management

• Accurately and regularly capture data into the information system to enable
  access to reliable data and reporting for trend analysis and decision making.

Ad hoc Administration

•  File and safeguard records and invoices within area of responsibility.
  
• Compile ad hoc spread sheets.
  
• Track and report returned merchandise.

Safety and Security

•  Comply with applicable company policies including those pertaining, but not limited to health, safety, environment, risk and quality and HACCP/ISO.
• Conduct housekeeping within working area in accordance with standard
  operating procedures.

Effective Teamwork and Self-Management

• Take ownership and accountability for tasks and activities and demonstrate effective self-management in terms of planning and prioritising, and self development.
  
• Follow through to ensure that quality and productivity standards of work areconsistently and accurately maintained.
  
• Inform relevant parties in the event of tasks or deadlines not met, the potential risks thereof and provide appropriate resolution.
  
• Manage colleagues’ expectations and communicate appropriately.
  
• Demonstrate willingness to help others and “go the extra mile” to meet team
  targets and objectives

KPI’s

•  Compliance with documentation and safeguarding policies and practices
  
• Accuracy of billing documentation and related data
  
• Timeliness of billing
  
• Customer satisfaction rating
  
• State (order) of filing and documentation

Key Relationships

Internal

• Functional teams
• Audit team
• SHEQ and risk management
• Finance administration team
  
  

Qualifications, Skills and Experience Required for the Job

Qualifications and Experience

• Matric
• 1 years’ relevant experience in a store, warehouse or administration environment
• Relevant SAP experience

Skills and Competencies

Behaviour Standards

• Be brilliant at the basics
• Face the brutal facts
• Smash the silos
• Lead with integrity, respect and energy
• Be curious and challenge change
• Take accountability for results and people

Knowledge

• Billing principles and processes
• Warehouse based business processes and practices
• Warehouse methodologies and principles

Skills

• System skills (SAP)
• Literacy
• Numeracy
• Organisational awareness

Attributes

• Logical
• Compliance-focused
• Attention to detail
• Deadline driven
  

Qualifications, Skills and Experience Required for the Job

Qualifications and Experience

• Matric
• 1 years’ relevant experience in a store, warehouse or administration environment
• Relevant SAP experience

Skills and Competencies

Behaviour Standards

• Be brilliant at the basics
• Face the brutal facts
• Smash the silos
• Lead with integrity, respect and energy
• Be curious and challenge change
• Take accountability for results and people

Knowledge

• Billing principles and processes
• Warehouse based business processes and practices
• Warehouse methodologies and principles

Skills

• System skills (SAP)
• Literacy
• Numeracy
• Organisational awareness

Attributes

• Logical
• Compliance-focused
• Attention to detail
• Deadline driven
  

We look forward to hearing from you!