INVOICING CLERK

JOB TITLE: INVOICING CLERK

NATURE OF JOB: FULL TIME

INDUSTRY:ALCOHOLIC BEVERAGES

SALARY:KSHS. 20,000 + KSHS. 1,000 AIRTIME

JOB LOCATION: RUARAKA, NAIROBI

DUTIES AND RESPONSIBILITIES

Invoice Generation & Management:

• Prepare and issue invoices to clients in a timely and accurate manner.
• Verify invoice details, ensuring consistency with purchase orders and delivery notes.
• Track invoice status and follow up with clients on pending payments.
• Correct errors in invoices or reissue them as necessary.

Credit Note Handling:

• Generate and process credit notes in the ERP system as required.
• Maintain accurate records of all credit note transactions.
• Reconcile credit notes with customer accounts and liaise with internal teams to resolve discrepancies.

Record Keeping & Documentation:

• Organize, file, and maintain all accounting documents, invoices, receipts, and related paperwork.
• Ensure that all records are complete, up-to-date, and compliant with company policies.
• Assist in audits by providing required documents and information promptly.

ERP & Financial System Management:

• Update customer accounts, invoices, and transactions in the ERP system accurately.
• Generate reports from the ERP system as requested by the finance manager.
• Identify and report discrepancies in system records to the accounting team.

Communication & Coordination:

• Respond professionally to client inquiries regarding invoices or payments.
• Liaise with internal departments such as sales, procurement, and finance to ensure invoice accuracy.
• Escalate unresolved issues to the supervisor or finance manager promptly.

Administrative Support:

• Assist the finance team with general accounting tasks as needed.
• Maintain email correspondence related to billing, client communication, and internal finance operations.
• Support month-end closing activities, ensuring all transactions are accurately recorded.

KEY REQUIREMENT SKILLS AND QUALIFICATION

• Proven experience in invoicing and ERP systems
• Basic knowledge of Microsoft Excel, Word, and email communication
• Strong organizational and time management skills
• Attention to detail and accuracy in data entry and documentation
• Ability to work independently and handle multiple tasks
• Excellent written and verbal communication skills
• High level of integrity and confidentiality when handling financial data