Invoicing Clerk

SUMMARY:

POSITION INFO:
Minimum requirements:

• Matric certificate.
• HS Codes and Export experience (Non-negotiable).
• Basic Excel skills.
• SADC highly beneficial.
• Invoicing experience (Non-Negotiable).
• 2 years experience within a similar role (Non-Negotiable).  

• Thick-skinned.
• Honesty and Integrity.
• Timeous Delivery of Work.
• Willingness to adapt and respond to the changing needs of the business.
• Methodical with accurate filing and organising paperless capturing.

• Receive picking slips.
• HS Codes.
• Complete SADC forms.
• Formulate invoicing.
• Filing methodically.
• Monitor and track shipments, ensuring all paperwork aligns with delivery schedules.
• Provide shipping instructions to carriers and ensure proper documentation is submitted to customs.
• Address any logistical challenges or delays that may affect invoicing or payment.
• Maintain accurate records of invoices, shipments, and customs documentation.
• Archive historical data to ensure compliance with legal and company policies.
• Maintain updated knowledge of South African export control regulations (e.g., ITAC permits, VAT refund processes).
• Ensure export shipments comply with country-specific rules and free trade agreements.
• Assist in preparing reports for audits or inspections by SARS or other regulatory bodies.
• Issue invoices promptly and follow up on overdue payments.
• Process and record incoming payments in company systems.
• Prepare financial reports on invoicing and revenue for management review.
• Verify details such as quantities, pricing, and discounts on invoices.
• Cross-check documentation against purchase orders and shipping instructions.
• Reconcile discrepancies in invoicing and payments with clients or internal teams.
• Communicate with freight forwarders, shipping companies, and customs brokers to coordinate shipment details.
• Maintain correspondence with clients regarding invoices and payment requirements.
• Work with internal departments (e.g., sales, finance, and logistics) to ensure alignment on export processes.
• Generate and verify commercial invoices, packing lists, and proforma invoices.
• Ensure compliance with South African export regulations and international trade standards.
• Prepare customs declarations, ensuring adherence to South African Revenue Service (SARS) and import/export tariff codes.