Accounts Billing-Team Lead
San Juan or Santa Cruz or El Socorro, North Central
Full time
Posted On 04.16.2024
Employer
Description
JOB PURPOSE/ SUMMARY
The Team Lead, Billing must be a highly responsible, disciplined, trustworthy and industrious person, possess an acumen to achieve 100% accuracy and must be a team player and be able to motivate a team to perform at their full potential. Must be able to work independently and show interest in broadening his/her accounting knowledge. This person is solely responsible for all billing activities and for the accuracy and timeliness of such. This person reports to and works under the guidance of the Chief Accountant. The nature of this job requires the incumbent to be available to work as needed outside of normal working hours and/or be accessible remotely to complete any urgent tasks. Handles all tasks with the utmost confidentiality.
KEY RESPONSIBILITIES
Overall:
The Team Lead, Billing must be a highly responsible, disciplined, trustworthy and industrious person, possess an acumen to achieve 100% accuracy and must be a team player and be able to motivate a team to perform at their full potential. Must be able to work independently and show interest in broadening his/her accounting knowledge. This person is solely responsible for all billing activities and for the accuracy and timeliness of such. This person reports to and works under the guidance of the Chief Accountant. The nature of this job requires the incumbent to be available to work as needed outside of normal working hours and/or be accessible remotely to complete any urgent tasks. Handles all tasks with the utmost confidentiality.
KEY RESPONSIBILITIES
Overall:
- Responsible end-to-end for the entire billing and contracts process at MBC for all types of Invoices and Contracts and leads the team of accounts staff and billing and contracts analysts to ensure the timely and accurate generation of Invoices and related paperwork and any required related reports. These are time-sensitive daily, weekly and monthly tasks that are essential to MBC achieving a high level of customer satisfaction.
- Assists in the migration process from any existing platform to any new ERP; provides ideas and suggestions for improving workflow efficiencies.
- Is directly responsible for moving fulfilled Sales Orders through the Invoicing process daily and accurately and in a timely manner and to ensure full compliance of all documentation to pricing and Invoices viz. Quotes, Purchase Orders, Tender Awards, any changes thereto, Sales Order Entry, Invoicing to Customer. Responsible for sending these documents to the Logistics Team at the agreed times each day.
- Ensures that all documentation is complete and properly archived in the ERP, including the documents listed in “C” above and the proof of delivery documents signed by the customer and returned to the ERP by Logistics are uploaded to the correct record location(s); and to report daily on any missing delivery documents.
- Monitors the workflow dashboards of all team members to ensure tasks assigned are completed within the defined close-off times; escalates to the Manager as necessary.
- Prepares Service bills accurately in the time frame required by the Service Department so that technical operations are not delayed by lack of Invoicing paperwork.
- Ensures that all Contract queries are responded to same day, whether for external or internal customers
- Liaise closely with all other departments to ensure timely completion of the inputs for the billing and Contracts processes.
- Ensures that the Billing tasks are synchronized daily with the incoming goods reports, the Orders Team and allocation to Sales Orders.
- Directly Responsible for the accurate preparation and submission of all Proforma and interim, progress and final bills for Tender and Project billing, including billing of all retention sums.
- Updates the listing of all MBC Contracts monthly and sorted by billing types and currency and pricing strategy for toners and consumables
- Provides daily updates to the Chief Accountant and obtains guidance from the Chief Accountant
- Contract Creation & Billing: Reviews all Sales Orders (SO) and Contract lines and requests in the Alert and GP / Odoo systems and prepares all Contracts and monthly Billing on the allocated dates and times or as requested by customers: All Services and Contracts Billing, PC as a Service (PCaaS) Billing, Technology as a Service (TaaS) Billing, Standard Printer Contracts - Lease Billing, Rental bills, Monthly MPS bills, Any Other Invoicing as required.
- Prepares and completes all Billing fortnightly and monthly, or cycle agreed by the customer
- Prepares all contract-related reports and monitors the performance management of all Contracts, including reports to track the retrieval of assets from expired contracts
- Directly responsible for preparation and submission of all project bills in any currency, including ProForma invoices, progress and final billing and retention claim billing
- Completes and ensures the team completes daily AM sales billing accurately by 11:00 AM. Review these for accuracy and compliance with the Purchase Orders
- Completes and ensures the team completes daily PM sales billing accurately by 4:00 PM; reviews these for accuracy and compliance with the Purchase Orders
- Updates and closes off Sales Orders in Alert/&Odoo daily once it is completed and invoiced; ensures that the AR team has full access to documentation needed for AR & Collections.
- Calls and follow up with external customers to ensure any bill omissions or queries are resolved the same day.
- Ensures monthly billing is closed off by 4:30 p.m. on the last working day of the month
- Ensure all discrepancies/errors relating to customer information are sent to the respective Sales Representative for correction.
- Ensures completion of daily/weekly/monthly filing for archiving (electronic). Save PDF invoices in the shared customer invoice folder.
- Ensures that the work area is clean, secure, and well-maintained
- Any other related duties that may be assigned from time to time.
Memory Bank Computers Ltd
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Job Requirements
- ABE /Diploma in Business Management
- A’Levels including Accounting, Business Studies, Maths
- 5 O’Levels including Mathematics or Principles of Accounts and English
- AAT or CAT certification to Level 2 minimum
- Must have in-depth knowledge of Microsoft Office
· At least 3-5 years in a similar capacity.
· Ability to communicate effectively and is customer-focused
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