Internal Billing Coordinator

Purpose of the Job

This role is responsible for managing internal rental agreements, ensuring accurate invoicing, resolving related queries, and processing credit notes. It involves maintaining organized records, verifying documentation, and supporting financial accuracy across departments. Key duties include invoicing internal rental agreements, investigating discrepancies, issuing credit notes, and ensuring all transactions are backed by proper documentation. The role also supports compliance, audit readiness, and effective communication with stakeholders.

Key Responsibilities

Capture Internal Rental Agreement

• Maintain a rental agreement register: Track start/end dates, renewal terms, and responsible departments.
• Ensure compliance with internal policies: Verify that rental terms align with company standards.
• Coordinate approvals: Route agreements through necessary signatories or approvers.
• Monitor usage and billing cycles: Ensure rentals are billed accurately and on time.
• Audit agreements periodically: Check for expired, unused, or duplicated rentals.

Resolving Queries

• Develop a query resolution SOP: Standardize how queries are logged, tracked, and resolved.
• Maintain a query log: Record all queries, resolutions, and turnaround times for reporting.
• Identify recurring issues: Spot patterns and recommend process improvements.
• Train staff on common queries: Equip teams to handle frequent concerns efficiently.
• Communicate resolutions clearly: Ensure responses are professional, documented, and easy to understand.

Investigate / Process Credit Notes

• Track outstanding credit requests: Maintain a log of pending and processed credit notes.
• Reconcile credit notes with financial systems: Ensure they reflect accurately in accounting records.
• Report on credit note trends: Identify frequent reasons and departments involved.
• Ensure timely processing: Set internal SLAs for issuing credit notes.
• Prevent misuse or fraud: Validate all requests against original documentation and approvals.

Ensure Correct Backing Documentation is Attached

• Create a documentation checklist: Define required documents per transaction type.
• Digitize and archive documents: Store securely in a centralized system for easy retrieval.
• Verify document authenticity: Ensure signatures, dates, and references are valid.
• Conduct spot checks: Random audits to ensure compliance and completeness.
• Train staff on documentation standards

Minimum Requirements

• Grade 12
• 3 Years' Invoicing experience

Skills Requirements

• Data accuracy
• Time management
• Analytical thinking
• Excellent verbal and written communication skills
• Organisational skills
• Proficiency in Microsoft Office Suite
• Excellent administrative skills
• Customer service orientated
• Query Resolution

Job Type: Full-time

Work Location: In person