Purpose of the Job
The Internal Billing Coordinator is responsible for managing internal rental agreements, ensuring accurate invoicing, resolving related queries, and processing credit notes. This role maintains organized records, verifies documentation, and supports financial accuracy across departments. Key responsibilities include invoicing internal rental agreements, investigating discrepancies, issuing credit notes, ensuring proper documentation for all transactions, supporting compliance, and facilitating clear communication with stakeholders.

Key Responsibilities

Capture Internal Rental Agreements

• Maintain a rental agreement register: track start/end dates, renewal terms, and responsible departments

• Ensure compliance with internal policies: verify rental terms align with company standards

• Coordinate approvals: route agreements through required signatories or approvers

• Monitor usage and billing cycles: ensure rentals are billed accurately and on time

• Audit agreements periodically to identify expired, unused, or duplicated rentals

Resolving Queries

• Develop a standardized query resolution process to log, track, and resolve issues

• Maintain a query log documenting all queries, resolutions, and turnaround times

• Identify recurring issues and recommend process improvements

• Train staff on common queries for efficient handling

• Communicate resolutions professionally and ensure documentation is clear and accessible

Investigate and Process Credit Notes

• Track outstanding credit requests and maintain a log of processed and pending items

• Reconcile credit notes with financial systems to ensure accurate accounting records

• Report on trends, identifying frequent issues and involved departments

• Ensure timely processing according to internal SLAs

• Prevent misuse or fraud by validating all requests against original documentation and approvals

Ensure Correct Backing Documentation

• Create a documentation checklist for required documents per transaction type

• Digitise and securely archive documents for easy retrieval

• Verify document authenticity, including signatures, dates, and references

• Conduct spot checks and random audits to ensure compliance and completeness

• Train staff on proper documentation standards

Minimum Requirements

• Grade 12 (Matric)

• Minimum 3 years’ invoicing experience

Skills Requirements

• High data accuracy and attention to detail

• Strong time management and organisational skills

• Analytical thinking and problem-solving ability

• Excellent verbal and written communication

• Proficiency in Microsoft Office Suite

• Strong administrative skills

• Customer service orientation and effective query resolution