Order Management And Billing Specialist - Midrand at Nexio

ROLE PURPOSE

The Order Management and Billing Specialist provide support to the procurement manager by carrying out general administrative duties, placing orders, receiving of goods in Pastel (GRN’s), invoicing as well as updating all procurement reports.

Attention to detail and accuracy is key in this role in order to ensure that Purchase Orders and Invoicing is processed without errors and processing of credit notes are kept to a minimum.

You will assist the Procurement Manager with the ordering and invoicing of products to ensure optimal customer satisfaction and sustainable growth of company.

Order Management and Billing Specialists are organized and experienced with administrative tasks. You should be comfortable liaising with external companies and internal customers.

Organization skills is key in this role – record keeping, monitoring inventory and other administrative duties.

You will be required to have strong time management and you need to prioritize tasks to ensure deadlines are met for month end invoicing and ensure that orders are placed timeously.

The Order Management and Billing Specialist work closely with other departments and external suppliers, you must maintain a professional and helpful demeanour.

ROLE REQUIREMENT

• Manage all aspects for placing purchase orders on suppliers. 
• Ensuring that all relevant documents are received from Sales Support – Customer PO, Nexio quote, valid supplier quote and any other relevant info regarding the order.
• Aligning with SPM that approval is in place with all Adhoc orders and/or with suppliers where procurement policy needs to be followed. Ensuring that an approved signed form is received from SPM.
• Convert orders from Salesure (Quoting System) into Pastel/Sage X3 and to ensure that the following info is correct - e.g. Stock codes, Supplier info, cost centres, delivery details and order values matches the quote to customer.
• Once converted in Pastel/Sage X3 to ensure that all items, categories, quantities, cost centres and supplier has pulled through correctly.
• Process PO’s in Pastel/ Sage X3 with correct costs and place order directly on supplier or in some cases PO to be sent to the administrators.
• Place orders with the approved supplier by following the prescribed procedure and completing of a purchase order
• Engaging with Suppliers with regards to orders and any issue that may arise from the orders
• Prepare all purchase orders sent to PO Received within 24 hours
• Engaging with the Service Business Units if additional information is required
• Respond to inquiries from Customers, Sales, Commercial and Finance Department regarding purchase orders
• Investigate and resolve discrepancies and inquiries on purchase orders
• Process any cancellations on purchase orders
• Carrying administrative duties such as saving of all documents on shared drive.
• Strong working relationships with Sales, Commercial, Legal and Product
• Maintaining positive relationships with suppliers
• Once goods get delivered, supplier invoices or signed DAC’s are received from logistics then the GRN’s must be processed in Pastel/ Sage X3.
• You need to ensure that you have a signed delivery note/ Signed DAC and supplier invoice in order to process the invoice to the customer.
• Invoicing should be accurate, and you need to liaise with the Sales teams and Commercial team as to what the customer requirements for invoicing. I.e. Monthly billing, once off billing
• All invoicing for Inter Company has to be completed on the 24th of each month
• All invoicing for other Customers has to be completed on or before the last day of the month
• Keep track of all accruals for the month and provide the Procurement Manager a list of the accruals in order for the Procurement Manager to consolidate the accruals at the end of each month.
• Carrying administrative duties such as saving of all documents on shared drive. The complete billing pack is required to be saved on the S Drive for Auditing purposes.
• Copies of invoices are to be sent to Debtors
• You will be responsible to process credit notes and follow the correct process to obtain approvals before the credit note is issued.
• Ensure that Sales per Month report is updated at a continuous basis
• Ensure Open PO report is vetted on a weekly basis and to ensure that the status of all orders is accurate at all times on Pastel
• Accruals report is to be kept up to date

JOB SPECIFIC REQUIREMENTS 

• Ability to think and interact logically.
• The ability to work under pressure.
• Communicating effectively
• Pro-active
• High attention to detail and accuracy with multitasking a key requirement.
• Excellent time management skills
• Strong Admin Skills
• Good Planning and Organising Skills
• Work with large amounts of data in a structured manner to gather and execute on information.
• Demonstrating ethics and integrity
• Displaying drive and purpose
• Valuing diversity and difference
• Building and maintaining relationships

QUALIFICATION & EXPERIENCE

• Matric or relevant SAQA accredited equivalent qualification (Essential)
• Procurement Diploma/Certificate (Advantageous)
• Five Years of relevant experience in a procurement environment
• Knowledge of Pastel/ Sage X3 (Essential)