Receptionist / Invoicing Clerk

We are seeking an organised, and professional Invoicing Clerk / Receptionist to manage the critical processes of client billing and financial administration while serving as the primary front-of-house representative. The ideal candidate ensures accurate and timely client invoicing and maintains a professional and efficient office environment.

Key Responsibilities

Invoicing and Financial Administration (Core Focus)

• Generate and process all client invoices accurately and promptly, ensuring correct billing rates, project codes, and client details are used.
• Track and follow up on outstanding invoices to manage accounts receivable and support the finance department in debt collection efforts.
• Verify and reconcile sales orders, delivery notes, and contracts against invoices to maintain financial accuracy.
• Handle client inquiries related to billing and invoicing, resolving discrepancies quickly and professionally.
• Maintain comprehensive and organized invoicing records and filing systems (physical and digital).
• Assist the Finance team with end-of-month processes and reporting as requested.

Reception and Front-of-House Management

• Greet, welcome, and direct all visitors, clients, and vendors professionally.
• Answer, screen, and forward incoming phone calls via a multi-line system, ensuring minimal hold times and directing inquiries appropriately.
• Manage the main reception area, maintaining a tidy and professional appearance.
• Manage all incoming and outgoing mail, packages, and deliveries, distributing them internally and coordinating courier services.
• Oversee the scheduling and booking of meeting rooms and manage general office supplies inventory.

Qualifications and Skills

Required

• Matric.
• Proven experience in an invoicing, billing, or accounts receivable role is essential.
• High proficiency in Microsoft Office Suite, particularly Excel for data entry and reporting.
• Demonstrated ability to maintain high levels of accuracy and attention to detail in financial data.
• Professional attitude and excellent verbal communication skills for handling client billing inquiries.
• Strong organisational and time management skills, with the ability to prioritise financial tasks while managing reception duties.

Preferred

• Experience with accounting or billing software (e.g., QuickBooks, SAP, Sage, etc.).
• Previous experience in a dual role balancing administrative and financial tasks.