Job Description – Billing & Accounts Assistant Position Summary
The Billing & Accounts Assistant is responsible for preparing customer invoices, recording receipts and payment entries, maintaining accurate accounting records, and supporting the dispatch team to ensure orders are packed correctly before dispatch. The role requires accuracy, attention to detail, and the ability to coordinate with both the accounts and warehouse teams.
Key Responsibilities Accounts & Billing
- Generate customer invoices accurately and on time.
- Post customer receipt entries in the accounting software.
- Record supplier payment entries and other accounting transactions.
- Maintain accurate billing and payment records.
- Verify invoices, receipts, and supporting documents before posting.
- Assist in account reconciliation and maintain proper documentation.
- Coordinate with the Accounts team for any billing discrepancies.
Dispatch & Office Support (Secondary Support)
- Assist office staff in picking products from warehouse shelves as required.
- Verify products against invoices or pick lists.
- Ensure the correct quantity and specifications of products are packed.
- Support packing of products into carton boxes for dispatch.
- Perform a final check to ensure orders are complete and error-free before dispatch.
- Report shortages, damaged items, or discrepancies immediately.
- Help maintain cleanliness and organization of the packing and billing area.
General Responsibilities
- Follow company policies and standard operating procedures.
- Maintain confidentiality of financial and customer information.
- Coordinate effectively with Sales, Warehouse, and Accounts departments.
- Perform other administrative or operational duties assigned by management.
Skills & Qualifications
- Graduate or Diploma in Commerce, Business Administration, or a related field preferred.
- Basic knowledge of accounting principles.
- Experience with billing/accounting software (Busy, Tally, or similar) is preferred.
- Good computer skills, including Microsoft Excel and MS Office.
- Strong attention to detail and accuracy.
- Good communication and teamwork skills.
- Ability to handle multiple tasks in a fast-paced environment.
Key Competencies
- Accuracy and attention to detail
- Basic accounting knowledge
- Organizational skills
- Time management
- Teamwork
- Problem-solving
- Integrity and reliability
Performance Indicators (KPIs)
- Accurate and timely invoice generation.
- Error-free posting of receipts and payment entries.
- Minimal billing and accounting discrepancies.
- Correct product verification and packing before dispatch.
- Timely completion of assigned billing and dispatch support tasks.
- Compliance with company procedures and documentation standards.