Bookkeeper Inland Region

Duties & Responsibilities Fixed Invoicing

• Check all documents submitted per the VI are accurate (query any anomalies with Operations).
• Run monthly recurring billing invoices for their portfolio.
• Ensure the recurring billing database for their portfolio is accurate and up to date with contract changes.
• Perform regular checks to ensure all recurring sales orders are completely stopped in line with contract closures.
• Ensure all invoices have been sent out to client in the first week of the month.
• Checklist of contractual billing to be kept and submitted Hygiene Financial Controller by the 10th working day of each month.

• Daily management of the open items on the deducted Sales Order Report.
• Provide weekly feedback to the Hygiene Financial Controller on open items on the Deducted Sales Order Report.
• Ensure that all adhoc sales orders billed have the required documents attached (i.e TFS client – no work order, no billing).
• Ensure that the client receives the full billing pack on time (invoice and supporting documents).
• Ensure that any sales order than cannot be billed is escalated to the Hygiene Managing Director.

• Credit notes should be kept to a minimum.
• Sufficient support to be provided for credit notes raised.
• Appropriate approvals to be requested for the credit note.

• Regular follow up to be done with clients regarding current and long outstanding values and commitment dates obtained to ensure accurate cash projections to Group.
• Daily Collections sheet to be updated with the committed dates and amounts.
• Ensure that no current debt falls into the out of terms bucket.
• Regular communication to management of the progress of long outstanding debtors to be collected.
• Communicate to management regarding any risk in irrecoverable debt in the debtors book.
• Able to reconcile a debtors account in order to collect outstanding debt.

• Active participation in the weekly sign-off process.
• Information provided to Operations in the weekly sign-off should be accurate and complete (billing clerk needs to be well prepared and be able to account for billing changes in their portfolio).
• Ensure all fixed and adhoc billing to be completed by the last working day of the month (non-negotiable deadline).

• Client increase letters to be sent out on time.
• Accurate checklist to be kept tracking the progress of increases received.
• Regular follow up to be done with the client to ensure increase is secured.
• Any client not agreeing to the stipulated increase to be escalated to the managing director.

• 2 to 3 years’ experience in similar position.
• Analysing and interpreting.
• Adhere to principles and values.
• Coping with pressure and setbacks.
• Planning and organising.
• Delivering on results and meeting customer expectations.
• Excellent communication skills.
• Time management.
• Proactive.
• Team player.
• Numerical and analytical skills.

• Grade 12/Matric.
• Financial Management qualification/diploma.