Billing Coordinator

Job Purpose




• To coordinate customer order processing, stock availability, dispatch and billing documentation, and operational reporting, ensuring orders are processed accurately, updates are timely, and outstanding orders or constraints are escalated.



Key Responsibilities


Order Processing and Dispatch Coordination




• Capture cleared and circulated orders in the Excel dashboard and distribute updated order information at intervals not exceeding two hours, or as required.


• Create SAP delivery numbers for cleared orders and accurately record them on the dashboard.


• Update the dashboard with trucks allocated to orders by the Transport Team.


• Send updated dashboards to the third-party logistics (3PL) warehouse for picking and loading.


• Check stock availability for cleared orders before stock is allocated.



Dispatch, Billing and Document Control




• Select and print dispatch documents once the 3PL confirms that the relevant orders have been loaded; verify their completeness and accuracy before signing and stamping.


• After receiving dispatch documents, select the appropriate Electronic Tax Register (ETR) device for the product loaded and print the corresponding billing documents.


• Verify the completeness and accuracy of billing documents before signing and stamping them.


• Obtain approval for dispatch or billing document reprints using a reason code and maintain a daily register of all reprints.


• Process and print stock transfer order (STO) documents for inter-depot transfers.



Reporting, Communication and Escalation




• Circulate sales performance and order balance status reports every two hours through email and WhatsApp.


• Prepare an end-of-shift Hand Over Take Over (HOTO) report covering shift performance, order balances, and operational constraints.


• Flag and escalate orders remaining on the dashboard for more than 48 hours.



Key Performance Expectations




• The role will be assessed on the timeliness and accuracy of order and delivery updates; completeness and accuracy of dispatch and billing records; adherence to reporting cut-offs; maintenance of reprint records; and prompt escalation of aged orders and operational constraints.



Qualification and Experience


Education




• Diploma or university degree in Business Management.



Experience




• At least three years of hands-on experience in distributor order generation, processing, or scheduling.



Technical Skills




• Strong computer literacy, particularly Excel and other spreadsheets, with sound analytical and problem-solving ability.


• SAP Order-to-Cash (OTC) processing knowledge is an added advantage.



Core Competencies




• Good interpersonal communication and customer focus.


• Planning and forecasting skills.


• High integrity and accountability.


• Ability to work under pressure and meet deadlines.


• Experience working in a performance-driven environment with measurable KPIs is an added advantage.