Looking for the next step in your career? Enjoy a challenge? Do you have an ambition for innovation? Want to make a difference?
If you join our growing global team, you’ll be working for an industry leader with offices across five continents, in over 50 countries and more than 30 000 employees. You will work with some of the leading world brands across the Fortune 100 and Fortune 500 companies – who are all relying on Dimension Data to help them use the power of technology to achieve their ambition in this digital era.You’ll be part of a team who’s passionate about making a difference to the way technology shapes how we live and work – whether it’s protecting the rhino, connecting the G20 Summit, or revolutionising cycling, giving you the opportunity to do great things.
You’ll be joining a Global Top Employer, recognised for investing in talent because people are at the heart of our success. You provide the skills, passion and ideas, and we’ll provide the platform to realise your ambitions.Great talent. Great teams. Great work. Great opportunities.
Want to be part of our team?
The Invoice Administrator is the senior level position in the Invoice Administration job family. They work closely with business and take their guidance and instructions from the Accounts Payable Manager.
The Invoice Administrator is responsible for the preparation of statements, bills and invoices, entering data into the relevant systems and compiling records of transactions. They may be required to process credits under the necessary guidance and direction from the relevant business unit manager. In some instances, they are responsible for the registration of orders in the system, the processing of all orders in relation to commercial standards and policies and the order management for goods including organisation for delivery.
What you'll be doing
Review in-coming orders and contracts
The Invoice Clerk may be responsible for the review of all in-coming orders and contracts regarding commercial standards as well as internal rules. They are in close contact with client managers and project managers in order to ensure a smooth transition process.
Maintain system accuracy
In some instances, the Invoice Clerk adds all new client orders to the relevant systems ensuring an up-to-date and accurate data base. They are also responsible for creating new client accounts and ensuring that existing account information is up to date and accurate.
Complete order and delivery process
They may be responsible for ordering relevant products and services with internal and external stakeholders, working in close cooperation with the purchasing department. The order handling administrator ensures that all required products are available and delivered to the respective clients in a timely manner. They maintain good relations with external supply companies and issue respective delivery orders.
Invoice preparation and processing
They receive and verify invoices and requisitions for goods and services and verify sales orders and client purchase orders. They match the invoice to the client purchase order and ensure that the information is verified prior to invoicing. These individuals assist with the preparation, verification and processing of invoices and coding of payment documents. They prepare batches of invoices for data entry and then data enter these invoices for payment into the relevant accounting systems. They assist with ensuring that backup reports are processed after completion of their data entry. They review documents for errors and work with the relevant internal stakeholders to make the appropriate corrections and data captures all required information for invoice or credit generation into the relevant financial system.
Maintain account information
The Invoice Administrator creates new accounts and inactivates old accounts. They ensure that new and existing customer account information is up to date and accurate and when required updates the relevant information in the system.
Manage billing accuracy
These individuals gather data from vendor invoices to ensure that billing information is accurate and they analyse invoices to ensure pricing accuracies.
They collect information from the relevant internal departments to verify that the materials listed on the invoice were received by the company. They work closely with vendors to resolve billing inaccuracies.
They ensure the quality and accuracy of billing as it relates to moves, adds, changes and out of scope billing items. They also take responsibility for ensuring the quality and accuracy of the information relating to assets for contracts.
The Invoice Administrator identifies, controls, records, audits and verifies assets and billing items. They ensure that all software and hardware relevant data is captured and updated in the relevant customer management system and ensure accurate record keeping for asset billing. These individuals correlate and generate the renewal and replacement reports for cyclic asset replacement programmes for managed assets. They maintain and update the asset register.
The Invoice Administrator assists the team by dealing with client account related queries and ensures follow up and an appropriate resolution. They escalate more complex client queries and work with the vendor to review any backlogs of open orders in the system, completing the required follow-up actions.
The Invoice Administrator assists with the provision of the required data and reports for internal stakeholders.
The Invoice Administrator is a proactive individual who has good interpersonal and effective communication skills. They are good listeners and display good client engagement and negotiation skills. These individuals are able to cope well in conflict situations. They display the required accuracy and attention to detail when dealing with client accounts and information. They have good organisation skills with a goal-orientated and results driven attitude. These individuals are able to coach and mentor more junior employees in the implementation of assigned work processes.
What would make you a good fit for this role?
Join our growing global team and accelerate your career with Dimension Data. Apply today.
Diversity in Dimension Data
Dimension Data is an equal opportunity employer with a global culture that embraces diversity. All qualified applicants will receive consideration for employment and will not be unfairly discriminated against on any arbitrary ground including race, colour, sex, religion, national origin, veteran status, disability, gender identity, sexual orientation, or other protected category.