Invoicing Clerk at Value Logistics

Purpose of the Job

• Handling all the billing of customers.

Key Responsibilities 

• Operational Duties
• Ensure all shipment files are accurately invoiced onto Ship Shape with the selling and buying costs
• Only process the invoices once the draft invoices have been approved
• Pass necessary credit notes only once approved by the Manager
• Ensure that shipment rates are up to date and accurately invoiced
• Run un-invoiced report weekly to ensure all shipment files have been invoiced
• Ensure all invoices are emailed to the customer accompanied by a full set of documentation daily
• Ensure all customers that require hard copies are sent originals
• Ensure all invoicing for certain client’s requirements is handled accurately
• Ensure all pro forma invoices are checked and approved before bringing down the tax invoice
• Check invoices against statement to ensure all have been sent
• Ensure major customer invoices are sent on schedule as per customer request
• Ensure all deadlines are met
• Deal with customer queries (payments/invoice-related)
• Prepare a tax invoice for customs charges
• Prepare a second invoice only on shipment and disbursement cost
• Capture customs invoices onto a schedule as requested by the customer and scan the full set of documentation via email for payment
• Ensure that all charges billed are on Ship Shape balance
• Balance statement to schedules
• Ensure all costs in the files from various suppliers have been recovered before processing the invoice for the customer
• Costing of Customer Shipments
• Prepare all costs from various customers
• Statement
• Send out all Weekly/Monthly statements either via email or hand delivery if required
• Filing
• Ensure a hard copy of the Copy Tax invoice is filed into a lever arch file
• Ensure all draft invoices are also filed in the shipment files
• File all signed copies of proof of delivery
• Ensure all supplementary invoices are completed daily
• Insurance
• Ensure all insurance customers are billed correctly
• Prepare monthly insurance declaration and submit to the Insurance department for payment of insurance to their broker
• Ensure that all relevant documents are scanned and emailed to the Insurance department for a certificate when invoiced
• General
• Maintain professional conduct
• Assist in relevant operations/operational functions as required
• Any other function required by your manager

Minimum Requirements

• Grade 12 (Matric)
• Minimum 2 years of relevant experience
• Math and accounting
• Computer literacy (Excel, email access required)