Executive Virtual Assistant Invoice Clerk

6 months ago

Pietermaritzburg, South Africa Office Beacon South Africa Full time

Job Title: Executive Virtual Assistant Invoice Clerk

**Job Description**:
**Responsibilities**:

- Ensure accurate and up-to-date client information in the system.
- Responsible for updating SKU information in our RMM (AutoTask) and QuickBooks Desktop.
- Work closely with the Purchasing department to enter Purchase Orders for goods and services.
- Enter vendor invoices against Purchase Orders.
- Match Purchase Orders and quotes to invoice clients.
- Perform audits of clients' contracts for billing accuracy on a monthly basis.
- Create and send weekly invoices for clients not under contract.
- Create and send monthly invoices for clients under contract.
- Process payments from clients.
- Track and record payments accurately.
- Report any irregularities to the financial manager.
- Professionally resolve billing errors.
- Organize and maintain records of accounts receivables.
- Compile data from invoices for accounting purposes, including calculating late fees or interest charges.
- Process requests for refunds or credits from customers in accordance with company policy.
- Contact customers to collect overdue amounts or answer questions about billing statements.

Skills and qualifications:

- Attention to detail and strong organizational skills.
- Effective written and verbal communication.
- Analytical and problem-solving abilities.
- Mathematical aptitude and basic accounting knowledge.
- Time management and ability to meet deadlines.
- Integrity and trustworthiness in handling sensitive financial information.
- Customer service orientation.
- Adaptability to changing environments.
- Proficiency in Microsoft Excel (intermediate)
- While not mandatory, a Diploma in accounting, finance, business administration, or a related field is advantageous.

Non-Negotiable Requirements:
1. Minimum 2-3 years of work experience with QuickBooks Desktop version.

2. Own reliable internet connection with a minimum speed of 50mbps.

**Job Type**: Full Time

Working Hours: The working hours are dependent on the client, with potential shifts ranging from 3 pm to 12 am, 5 pm to 3 am, and/or 7 pm to 4 am South African time (SAST). Please note that working hours are based on the US time zone.

If you meet all the requirements and are looking for a challenging and rewarding position in invoice management, we invite you to apply. Join our dynamic team and contribute to the success of our growing company.

**Salary**: R10,800.00 per month

Ability to commute/relocate:

- Pietermaritzburg, KwaZulu-Natal: Reliably commute or planning to relocate before starting work (required)

**Experience**:

- QuickBooks: 2 years (required)

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