Billing Clerk

About Us

As a leading African Integrated Workplace Management Solutions Provider, Tsebo Solutions Group offers clients reduced costs, risk and complexities together with increased quality, efficiency and productivity. We specialise in Catering, Facilities Management, Cleaning and Hygiene, Pest Control, Protection, Energy, Procurement, Workspace Design, Engineering, Remote Camps, and more. Developing our people – the heart of Tsebo – is the foundation of our purpose. The result is a knowledgeable workforce that is in touch with every nuance of our clients’ needs. DOWNLOAD OUR ONE-PAGER to find out more about who we are in a nutshell.

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

• Adhoc billing
• 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
• 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

• Maintenance of Debtors Book
• 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

• Sign-off
• 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 increases
• 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

Skills and Competencies

• Proficiency in billing software
• Attention to detail
• Time management
• Excellent numerical skills
• Strong communication abilities
• Proactive
• Team Player
• Works well under pressure

Qualifications

• Minimum Matric/ Grade 12.
• Diploma in Financial Management / Accounting