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Internal Billing Coordinator

Value LogisticsZA

4 days ago

Job description

Job title : Internal Billing Coordinator

Job Location : Gauteng,

Deadline : November 16, 2025

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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.

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

Digitise 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 (Matric)

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

Accounting / Financial Services jobs

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Internal Coordinator • ZA

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