Invoicing Officer

Manage the invoicing process
Prepare progress reports
Prepare information requests and subsequently compile, organize and analyze invoicing, billing and collection data
Provide support on day-to-day commercial activities as delegated
Invoice Preparation and Issuance
Generate Invoices: Prepare and issue accurate invoices for customers based on sales orders, contracts, or services rendered. This includes ensuring all necessary details are included such as customer information, description of goods/services, quantities, unit prices, taxes, and payment terms.
Ensure Accuracy: Verify that all invoice details (e.g., pricing, quantity, taxes, customer info) are correct before issuing the invoice.
Timely Billing: Ensure invoices are issued in a timely manner according to the company's billing cycle or after the completion of the goods/services provided.
. Billing and Payment Tracking
Track Payments: Monitor the status of all issued invoices, keeping track of payments received, outstanding amounts, and overdue invoices.
Payment Reminders: Follow up with clients or customers to remind them of overdue invoices, helping maintain a healthy cash flow for the business.
Resolve Payment Discrepancies: Investigate and resolve any discrepancies or disputes related to invoicing, such as incorrect charges, missing information, or pricing errors.
Record Keeping and Reporting
Maintain Records: Keep accurate and up-to-date records of all invoices issued, payments received, and any credit notes or adjustments made. This is important for internal reporting and financial audits.
Generate Reports: Provide regular reports to management regarding the status of invoicing, payments, and accounts receivable. This includes reports on outstanding invoices, payment trends, and potential issues.
Assist with Financial Audits: Support the finance or accounting department during audits by providing necessary documentation related to invoicing and payments.

Skills and Experience

5+ years of professional experience with exposure to construction and engineering industry a must
Thorough knowledge of theory, principles and practices of accounting
Advanced knowledge of MS Excel essential
Highly analytical, proactive, detail-oriented, results-driven, and holds self, accountable for assigned responsibilities
Ability to work as part of a team
Ability to handle multiple tasks
Good communication and time management skills

Education

BS degree in Finance, Accounting, Management or any related field
Communication with Customers
Customer Inquiries: Handle customer inquiries related to invoicing, ensuring that all questions regarding amounts, due dates, and payment methods are addressed promptly and professionally.
Dispute Resolution: Address any issues or disputes regarding invoices, working closely with customers to resolve issues and ensure timely payment.
. Collaboration with Other Departments
Liaise with Sales and Operations: Work closely with the sales team, project managers, or operations teams to ensure that invoicing reflects the services delivered or goods sold, and that any special agreements or discounts are properly reflected in the invoice.
Collaborate with Finance/Accounting: Coordinate with the finance department to ensure that payment records are accurate, and any necessary adjustments (such as write-offs or credit notes) are processed correctly.
Compliance and Documentation
Compliance with Taxation Laws: Ensure that all invoices comply with applicable tax laws, including VAT/GST requirements and other regulatory guidelines for invoicing.
Maintain Confidentiality: Handle sensitive financial information with discretion and adhere to company policies regarding data protection and confidentiality.