Administrative Assistant

Administrative Assistant

We are looking for a diligent invoice clerk to be responsible for billing clients. The invoice clerk’s duties include updating clients’ details, creating and sending invoices to clients, tracking payments, and reporting irregularities to the financial manager. You should also be able to resolve billing errors professionally.

To be successful as an invoice clerk, you will know how to ensure that accounts balance, manage accounts to recover outstanding debts, and fix billing discrepancies. A top-notch invoice clerk should have a strong work ethic and demonstrate excellent communication and organizational skills.

Invoice Clerk Responsibilities:

• Ensuring that client information details are kept up-to-date.
• Creating and sending invoices and statements to customers.
• Checking the data input to ensure the accuracy of the final bill.
• Tracking payments and ensuring that the cash flow into the company is buoyant.
• Reporting issues or irregularities to the financial head of the company.
• Fixing billing errors by issuing debit and credit memos.
• Liaising with the logistics department and ensuring that goods are dispatched on time.
• Recovering outstanding debts.
• Handling clients' account queries.
• Initiating new procedures for billing.

Invoice Clerk Requirements:

• A high school diploma or GED.
• At least two years of clerical office or administration experience.
• An associate’s degree in accounting is preferred.
• Experience as an invoice clerk or in general accounting is preferred.
• Proficiency in MS Office (especially Excel) and working knowledge of accounting software, such as Quickbooks.
• Excellent mathematics and problem-solving skills.
• The ability to consistently meet deadlines and to work well under pressure.
• Excellent organizational skills and attention to detail.
• The ability to handle customer queries calmly.
• The ability to work independently or as part of a team.

Candidate may also be asked to assist with Human Resources administrative tasks to include but not limited to:

• Perform administrative duties, such as maintaining employee database and sorting emails for the HR department
• Maintain proper records of employee attendance and leaves
• Assist HR Manager in policy formulation, hiring and salary administration
• Submit online job postings, shortlist candidates and schedule job interviews
• Coordinate orientation and training sessions for new employees
• Ensure smooth communication with employees and timely resolution to their queries
• Conduct payroll
• Other duties as assigned