Office coordinator cum billing
Company : Dewanti sales
Category : Computer Operator
The Office Coordinator cum Billing Executive is responsible for overseeing office operations, managing office supplies, coordinating with internal teams, and handling billing tasks such as preparing invoices, processing payments, and maintaining financial records. The role ensures that office functions run efficiently and that all billing and payment processes are completed accurately and on time.
Key Responsibilities:
1. Office Coordination:
- Manage day-to-day office operations, including scheduling meetings, handling office supplies, and organizing office logistics.
- Serve as the primary point of contact for office staff and external vendors.
- Coordinate and facilitate communication between departments and assist in administrative tasks like filing, record-keeping, and correspondence.
- Ensure office equipment is functioning properly and coordinate maintenance or repairs when needed.
- Supervise office assistants and ensure all tasks are completed on time.
2. Billing and Invoicing:
- Generate and prepare invoices for customers or clients based on goods or services provided.
- Review purchase orders and verify billing amounts with contracts or agreements.
- Ensure all invoices are processed, tracked, and sent to clients in a timely manner.
- Handle accounts receivable, follow up on pending payments, and resolve billing discrepancies.
- Record and monitor payments received and outstanding balances.
3. Financial Record Management:
- Maintain and update accurate financial records, including billing logs, payment receipts, and customer accounts.
- Reconcile accounts and ensure that all financial data is accurately entered into accounting systems.
- Prepare financial reports related to billing and office expenses.
4. Customer Service and Support:
- Assist clients with billing inquiries, resolving disputes, and providing clarity on payments.
- Communicate with customers to ensure that invoices are received and payments are made on time.
- Handle queries from suppliers, customers, or internal staff regarding office and billing issues.
5. Office Procurement:
- Order office supplies and maintain an inventory of stock to ensure the office is well-equipped.
- Liaise with vendors and suppliers for office purchases, negotiate contracts, and manage office expenses.
Qualifications:
- Bachelor’s degree in Business Administration, Finance, or related field (preferred).
- Proven experience in office administration and billing or accounts management.
- Familiarity with invoicing software, accounting tools, and MS Office Suite (Excel, Word, etc.).
Skills & Competencies:
- Organizational Skills: Ability to manage multiple tasks and prioritize office and billing duties.
- Attention to Detail: Ensure accuracy in billing, invoicing, and record-keeping.
- Communication: Excellent verbal and written communication skills to handle inquiries and coordinate with teams.
- Problem-Solving: Strong ability to resolve billing disputes and office operational issues efficiently.
- Technical Proficiency: Familiarity with billing software, accounting systems, and office tools.
- Time Management: Ability to meet deadlines for both administrative tasks and billing cycles.
Experience:
- 2-3 years of experience in office coordination, billing, or accounting roles.
- Experience with ERP systems, invoicing software, or office management tools is beneficial.
