We are looking for a person to do our invoicing. This is a key role in the organisation as invoices out, lead to money in. Our invoices although simple to look at are highly complex and detailed at the back end. It is not simple task of invoicing for 40 widgets and 20 wobble sprockets.
The person needs to be able to look at each of our customers (around 30 at any time) each month and find out whether there is anything to invoice. We invoice for the following
- Design - so the designers need to be asked what percentage of the way through the design they are each month
- Delivery of materials - anchors (embedded metal work in the concrete floors), decking for the balconies, vertical bars/glass for the balcony surrounds
- Completion of balconies
- Storage of balconies
- Delivery of balconies
It is this person's role to go out and find out what can be invoiced and not to sit meekly waiting for someone to tell her/him what to do. It requires someone with confidence and organisational skills, methodical and detailed to go into the business and ask what can be invoiced.
The person needs to have very good Excel skills. Currently we have a lot of manual processes and most things are driven by Excel workbooks. The person does not need to do complex formulae or write macros, but they do need to understand simple SUM, IF and ROUNDING formulae.
In addition to the raising of invoices, a number of workbooks need to be updated with correct figures. This is highly important so requires order and attention to detail.
Once the invoices have been sent out there will be credit control duties to collect the cash efficiently and speedily. Any queries need to be resolved and credits raised if necessary. Again, this requires order and attention to detail.
The person needs to be confident and able to be firm, but polite. The person needs to have a genuinely enquiring mind and be able to resolve queries or find the right person to ask.
A person from the construction industry would be my preferred option as they will have an understanding of cumulative invoices and retention's, but anyone who has experience of complicated processes and not just pressed a button to produce an invoice will be considered.
So, in short, the principle role is
- Raising sales invoices - 40% of the time
- Credit control - 20%
- Recording the transactions - 20%
- Leaving 20% for other accounting duties such as expenses / cash book / purchase ledger
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