Sales Invoicing Clerk Job (Thika)
JOB DESCRIPTION
Job Title: Sales Invoicing Clerk
Work Location: Thika
Department: Flour Milling Plant
Reports To: Operations Supervisor
Employment Type: Full Time
Sales Job in Thika
Job Summary:
The Sales Invoicing Clerk is responsible for preparing, issuing, and managing customer invoices for the flour milling company’s products. The clerk will work closely with the sales, logistics, and finance teams to ensure accurate billing, proper documentation, and timely resolution of any discrepancies.
Key Duties and Responsibilities:
– Generate and issue sales invoices to customers based on delivery notes and confirmed sales orders.
– Ensure all billing information, including product codes (SKUs), quantities, and pricing, is accurately entered into the ERP system (SAP).
– Coordinate with the stores and dispatch departments to verify order status, product availability, and delivery schedules before billing.
– Process credit notes, debit notes, and other billing adjustments as needed to resolve invoice discrepancies.
– Update and maintain an accurate master list of customer billing information and pricing.
– Serve as the primary contact for internal teams and customers regarding invoice-related queries.
– Generate and file all required fiscal and ETR-compliant invoices.
– Maintain an organized filing system (both physical and digital) for all sales invoices, dispatch documents, and related records for audit purposes.
– Assist the finance department with monthly and end-of-year reconciliations and reporting related to accounts receivable.
– Support accounts receivable by following up on outstanding payments and ensuring cash flow is buoyant.
Additional Responsibilities:
– Perform any other tasks or duties assigned by management to support the overall goals and objectives of the company.
Education and Key Qualification Requirements:
Education:
– Diploma or Degree in Accounting, Business Administration, Finance, or a related field.
– At least 2–3 years of experience in sales invoicing, preferably in a manufacturing or FMCG environment.
– Knowledge of ERP or accounting software (e.g., QuickBooks, Tally, Sage, or SAP).
– Strong understanding of VAT invoicing and Kenyan tax regulations.
– Excellent attention to detail and numerical accuracy.
– Proficient in MS Excel and Word.
Desirable Skills:
Attention to Detail:
– Accurate record keeping and attention to detail are crucial for ensuring the quality and accuracy of invoicing processes.
Communication:
– The ability to communicate effectively with colleagues, customers, loaders, and drivers is important for coordinating operations and resolving issues.
– Effectively convey information, instructions, and expectations.
– Possess active listening skills and the ability to provide constructive feedback.
Knowledge of the Milling Process:
– A basic understanding of the milling process, from wheat intake to flour production, is helpful for performing the job effectively.
Organizational Skills:
– Efficiently manage time and resources.
– Prioritize tasks to streamline workflows and optimize productivity.
Computer Skills:
– Proficiency in using computer systems for record keeping and reporting is required.
– Proficiency in MS Office packages is desirable.
– SAP experience is an added advantage.
Teamwork and Integrity:
– High degree of trustworthiness is required for this position.
– Must foster teamwork to achieve departmental and company goals.
Problem Solving:
– Analyse complex situations, think critically, and implement effective solutions.
– Be adaptive and make informed decisions under pressure.
Technical Expertise:
– Basic understanding of manufacturing processes and related documentation systems.
– Stay updated with technological advancements in ERP and invoicing systems.
Physical Requirements:
– Work is performed in a milling environment with exposure to noise, machinery, and other potential hazards.
– Involves standing, stooping, bending, climbing, and kneeling occasionally.
– Close visual work on PC and control systems.
– Able to wear required personal protective equipment (PPE).
– May be required to work extended shifts and weekends as needed.
– Requires standing for extended periods and occasional lifting of materials up to 50 kgs.