Administrative/Billing Associate

Professional & detail-oriented Administrative/Billing Associate to manage front desk operations & support billing activities in our manufacturing & distribution facility. Excellent communication skills, strong organizational ability, and a working knowledge of billing and administrative procedures.

ADMINISTRATIVE/BILLING ASSOCIATE RESPONSIBILITIES:

• Create and process invoices for all orders received from the sales, technical department and walk-in customers daily.
• Coordinate with warehouse and sales teams to ensure accurate documentation of goods movement.
• Process requisition/order forms request for machines and parts, rentals and assist walk-in customers.
• Answer phone calls, emails, and handle customer inquiries related to billing and orders, etc.
• Enter sales and technical departments stock transfers in the inventory management system and monitor for accurate stock levels.
• Work with sales representative to return expired stock to the warehouse and issue the credit notes for customers.
• Accurately maintain the cheque log for payment issued and notify vendors for collection.
• Responsible for reviewing online customer purchases and completing their sales transaction within 48 hours of receipt.
• Assist with accounts receivable and accounts payable functions.
• Assist with booking courier packages for collection by third party courier companies.
• Assist the Sales Manager with the preparation of contracts for new customers.
• Upload invoices weekly in software program for customers to assist with payment collection.
• Assist with physical stock count by preparing the count sheets, populating the spreadsheet with team counts to determine variances.
• Maintain confidentiality of financial and client information.
• Ability to work collaboratively with cross-functional teams
• Responsible for all filing related to job responsibility and the administration.
• Assist with other administrative duties as required.

Qualifications and Experience:

• Minimum 5 CXC passes.
• Proficiency in Microsoft Office Suite (especially Excel and Word)
• Familiarity with accounting software and inventory management systems would be an asset.
• Excellent verbal and written communication abilities
• Attention to detail and organizational skills
• Ability to multitask and manage time effectively
• High level of confidentiality and professionalism

Experience:

• At least 1–2 years of experience in administrative, billing, or accounting role
• Experience in a fast-paced office or finance department.
• Familiarity with electronic billing systems and document management tools.