Billing assistant

Key Responsibilities:

1. Billing and Invoicing:

• Prepare accurate and timely sales invoices based on completed transactions and agreements.
• Generate and maintain detailed statements of account for each client, ensuring all charges and payments are clearly outlined.
• Create quotations for clients based on requests or sales proposals.
• Track and ensure that all billing processes comply with internal policies and regulations.

1. Payment Follow-Up:

• Assist in monitoring overdue payments and send timely reminders to clients about outstanding invoices.
• Coordinate with the accounting or finance team to escalate unpaid invoices for further action.
• Maintain records of all communications related to payment follow-ups for internal reference.

1. Monitoring Incentives and Commissions:

• Track sales and site engineer incentives, ensuring accurate calculations based on agreed-upon targets and performance.
• Liaise with the sales team and site engineers to verify incentive eligibility and ensure the correct amount is processed.

1. Client Communication:

• Serve as the point of contact for clients regarding their batching schedule and related queries.
• Proactively communicate with clients about any updates or changes to their batching schedule or invoicing timelines.
• Build and maintain strong relationships with clients, offering them excellent customer service to ensure timely payments and satisfaction.

1. Journal Entries and Financial Documentation:

• Prepare and process journal entries for sales and other relevant transactions.
• Ensure all sales-related entries are accurately recorded and compliant with accounting standards.
• Maintain organized and accessible records of all financial documentation for auditing and reporting purposes.

1. Client Ledger Management:

• Maintain and update client ledgers, ensuring that all transactions are accurately recorded.
• Reconcile client accounts on a regular basis to ensure that billing discrepancies are identified and resolved promptly.
• Assist in the preparation of monthly or quarterly reports on client account status and aging reports.

Skills & Qualifications:

• Strong Attention to Detail: The ability to spot discrepancies and ensure the accuracy of financial data.
• Excellent Communication Skills: Both written and verbal, with the ability to explain complex billing information in a clear and concise manner to clients and internal teams.
• Technical Proficiency:
• Solid understanding of Microsoft Excel, with the ability to create spreadsheets and reports.
• Experience with accounting software (e.g., QuickBooks, Xero, or similar platforms) is an advantage.
• Time Management: Strong organizational skills, with the ability to prioritize tasks and meet deadlines.
• Basic Accounting Knowledge: A solid foundation in accounting principles, particularly related to billing, invoicing, and journal entries.
• Problem-Solving Skills: The ability to identify issues in accounts and resolve discrepancies efficiently.
• Team-Oriented: Ability to work effectively in a team setting but also self-motivated to handle individual tasks.