Sales & Invoicing Clerk

SUMMARY:
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POSITION INFO:

DESCRIPTION:

Our client is seeking the services of a highly capable Sales & Invoicing Clerk to be based in Cape Town.

The incumbent will be responsible to safely operate a Code 10 truck (8 ton), transporting and delivering Finished Goods from factory to clients. Ensuring compliance with road safety regulations, company standards, and client requirements at all times.

THE POSITION

Reporting to the Business Development Manager-The incumbent is responsible for processing sales orders and generating accurate customer invoices to support revenue tracking and billing efficiency. This role ensures timely follow-through on deliveries, reconciles invoicing discrepancies, and maintains organized customer and sales records. The incumbent collaborates with sales, logistics, and finance teams to ensure smooth commercial operations and supports month-end reporting processes

KEY PERFORMANCE AREAS:

Responsibilities include, but are not limited to the following:

Sales Order & Invoice Processing:

• Generate and issue customer invoices based on sales orders, delivery notes, contracts, or internal sales systems.
• Create and process credit/debit memos for returns or adjustments.

Verification & Compliance:

• Verify all invoice data—product details, quantities, prices, tax, billing terms for accuracy and adherence to policy .
• Ensure proper documentation (purchase orders, delivery notes) supports each transaction.

Reconciliation & Discrepancy Resolution:

• Reconcile stock movements, invoice totals, and payments or outstanding balances.
• Investigate and resolve billing and customer inquiries promptly.

Customer & Cross Functional Support:

• Liaise with sales, logistics, and finance to coordinate order fulfilment and resolve issues.
• Respond to customer questions regarding pricing, invoice status, and payments.

Reporting & Month End Support:

• Prepare daily/weekly sales and invoicing reports.
• Assist with month-end closure and reporting activities as required.

Record Keeping & Compliance:

• Maintain accuracy and filing of invoices, credit notes, delivery documentation, and remittances.
• Ensure adherence to tax regulations (e.g., VAT) and internal invoicing policies.

QUALIFICATIONS/SKILLS AND EXPERIENCE:

• Diploma or degree in Finance, Accounting, Business Administration, or related field preferred
• Matric or equivalent required
• 1–3 years in invoicing, billing, sales administration, or related role, preferably within FMCG/wholesale/retail environments
• Proficient in MS Office, particularly Excel.
• Experience with ERP/CRM/invoicing systems (e.g., SAP, Sage, QuickBooks)
• Basic knowledge of accounting principles and invoicing compliance
• Physical fitness (able to handle long hours and heavy cargo)
• Knowledge of road safety regulations
• Computer literate
• Familiar with the scanning system (WMS, etc.)
• Ability to communicate and influence effectively across the organisation.

RELATION TO OTHERS:

• Internal: Operations Managers, Safety and Risk Personnel (SHEQ), Admin and Financial Departments, Human Resources, Sales Departments.
• External: Clients

PERSONAL ATTRIBUTES

• Self-starter, energetic and highly motivated individual with superior analytical capabilities and an intense desire to identify and solve problems.
• A person with excellent communication skills and leadership qualities.
• A person with high integrity and able to make decisions under pressure.
• A person that is prepared to work outside normal working hours.
• Be neat and well organized.
• Diligent and punctual.