Role Overview

The Accounts Billing Officer will be responsible for supporting the billing division in processing requests efficiently and ensuring all protocols within the billing cycle are accurately performed within stated timeframes. This role plays a key part in maintaining streamlined and effective billing procedures while ensuring compliance with internal policies and industry standards.

Key Responsibilities:

Invoice Preparation & Auditing:

• Prepare invoices for clients, ensuring accuracy and compliance with company policies.
• Audit invoices before approval by the Billing Supervisor.
• Perform verification and manual computation of invoices.
• Link vendor invoices on the Great Plains (GP) system to analyze cost vs. actual charges.
• Ensure all received requests are billed accurately and within set deadlines to prevent delays.

Billing & Collections Coordination:

• Track all invoices and ensure timely dispatch to clients.
• Liaise with collections teams on pending requests and outstanding payments.
• Escalate disputes and discrepancies to the Billing Manager/Supervisor.

Reporting & Compliance:

• Prepare exposure reports by validating data on the system and estimating expected trip requests.
• Generate ad-hoc reports as required by the Billing Manager.
• Ensure adherence to financial and regulatory standards in all billing processes.

Credit Notes & Adjustments:

• Prepare credit notes as required for adjustments.
• Ensure proper documentation and approval before processing any credits.

System & Process Optimization:

• Ensure all invoices are accurately entered into the Great Plains system.

Required Qualifications

• Bachelor’s degree in Accounting, Finance, Business Administration, or a related field.
• 3+ years of experience in billing, invoicing, or financial operations, preferably in aviation, logistics, or a service-based industry.
• Strong knowledge of billing software, with experience in Great Plains (GP) or similar ERP systems.
• Excellent attention to detail with strong analytical and problem-solving skills.
• Ability to work under pressure and meet strict deadlines.
• Good communication and interpersonal skills to collaborate with internal teams and external clients.
• Experience in handling billing disputes and working with collection teams is an advantage.

Key Competencies

• Billing Accuracy & Attention to Detail: Ensures invoices are prepared and audited with high precision in compliance with internal policies and financial standards.
• Financial & Analytical Skills: Demonstrates strong numerical and analytical capabilities to verify costs, audit invoices, and generate financial reports.
• Technical Proficiency: Proficient in ERP systems, particularly Great Plains (GP), to manage and process billing data efficiently.
• Time Management & Deadline Orientation: Effectively prioritizes tasks and meets billing deadlines to prevent service delays and payment issues.
• Communication & Collaboration: Communicates clearly and works collaboratively with internal teams and clients to resolve billing concerns.
• Problem Solving & Dispute Resolution: Addresses and escalates discrepancies or credit note issues with a proactive, solution-driven approach.
• Compliance & Integrity: Adheres to financial regulations and internal protocols while ensuring accuracy and accountability in billing activities.
• Process Improvement & Systems Thinking: Identifies and supports enhancements in billing processes and system optimization for greater efficiency.