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Costing & Invoicing Manager

1 month ago

Durban, South Africa HR Genie Full time

Our client is looking for a Costing and Invoicing Manager. The core purpose of the role is to drive operational excellence and to optimize financial outcomes. It involves meticulous oversight of costing analysis, validation processes, and efficient coordination of invoicing activities to uphold financial integrity and client satisfaction. Additionally, it requires proactive management of credit note investigations, compliance with tax regulations, and fostering strong debtor relationships. Through astute analysis of production performance, estimating standards, and customer profitability, this role contributes to strategic decision-making and sustainable growth.

Responsibilities:

  • Manage Team Comprising of:

  • 8 Costing & Invoicing Clerks

  • 3 Commercial Analyst

  • Team Leadership and Development:

  • Review Team Structure and Skills: Continuously evaluate team structure and skills, developing and implementing related strategies to achieve team and business objective.

  • Lead and Mentorship: As Manager, undertake the role of a leader within the department, guiding and mentoring a team consisting of costing & invoicing clerks and commercial analyst. This involves providing direction, motivation, and support to team members to help them achieve their individual and collective goals.

  • Encouraging Collaboration: Foster a collaborative and cohesive team environment where members feel comfortable sharing ideas, collaborating on projects, and supporting each other's growth and development.

  • Objective Setting: Work with each team member to set clear and achievable objectives aligned with departmental and organizational goals. These objectives should be SMART (Specific, Measurable, Achievable, Relevant, Time-bound) and provide a roadmap for success.

  • Performance Evaluations: Conduct regular performance evaluations for team members to assess their performance, provide feedback, and identify areas for improvement. This process should be fair, objective, and constructive, with a focus on recognizing achievements and addressing challenges.

  • Training and Development: Provide ongoing training and development opportunities for team members to enhance their skills, knowledge, and capabilities. This may involve organizing workshops, seminars, or online courses, as well as offering on-the-job training and mentoring.

  • Career Pathing: Support team members in their career growth and advancement by identifying their strengths, interests, and areas for development. Work collaboratively with each individual to create a personalized career development plan that aligns with their aspirations and the organization's needs.

  • Open Communication: Maintain open and transparent communication channels within the team, fostering an environment where team members feel comfortable expressing their ideas, concerns, and feedback.

  • Conflict Resolution: Address conflicts and disputes within the team in a timely and constructive manner, promoting understanding, collaboration, and resolution. Act as a mediator or facilitator when necessary to ensure a positive and harmonious working environment.

  • Costing Analysis and Validation:

  • Oversee the process of costing & de-costing jobs as they move through production process and holistically post-dispatch, ensuring that all costs (materials, time, labour, transport, outwork, machine time etc) are accurate, complete and validated against job estimates.

  • Investigate discrepancies between estimated and actual costs, collaborating with department heads to resolve issues before closing off job costing and invoicing client.

  • Track and report on de-costing trends over time, identifying opportunities for cost reduction and process improvement.

  • Invoicing Coordination:

  • Coordinate with the invoicing team and other departments to ensure timely and accurate invoicing of clients based on validated job costs.

  • Verify that invoiced amounts are consistent with agreed-upon pricing and terms, resolving any discrepancies or billing issues promptly.

  • Monitor invoice generation and delivery processes to ensure compliance with client deadlines and payment terms.

  • Manage month end invoicing and cut-off dates and times ensuring compliance with revenue recognition polices.

  • Work Closely Sales and PC to follow up on monthly invoicing against budgets and forecasts. Track progress and report on potential deviations.

  • Credit Note Investigation and Approval:

  • Investigate and validate reasons for credit note requests, ensuring their accuracy and validity.

  • Refine or establish a credit note policy, clearly defining requirements such as reasoning, necessary supporting documents, and the approval framework.

  • Ensure strict compliance with the credit note policy to maintain accuracy and integrity in financial transactions.

  • Identify trends in credit note requests by reason and client and implement strategies to reduce the frequency of credit notes raised through proactive improvement initiatives.

  • Work Tickets Closed at No Charge:

  • Develop a comprehensive policy outlining criteria for no-charge work ticke

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