Billing & Dispatch Officer

Job Description:

Billing & Dispatch Executive is a vital role within the company, responsible for managing the billing process and coordinating the dispatching of goods or services to customers. This position requires excellent organizational, communication, and problem-solving skills to ensure smooth and efficient operations. The Billing & Dispatch Executive works closely with various departments, including finance, customer service, and logistics, to ensure accurate billing, timely dispatch, and overall customer satisfaction.

Key Responsibilities:

Billing Management:

• Generate and review invoices, ensuring accuracy in pricing, quantities, and discounts.
• Coordinate with the sales and finance teams to resolve any billing discrepancies or issues promptly.
• Process and track payments, following up on outstanding invoices and ensuring timely collections.
• Maintain billing records, documentation, and reports for internal review and audit purposes.
• Assist in preparing financial reports related to billing and accounts receivable.

Dispatch Coordination:

• Receive and review customer orders or service requests to determine the appropriate dispatch requirements.
• Schedule and coordinate the dispatch of goods or services to customers based on priority, availability, and logistics considerations.
• Liaise with the warehouse or inventory team to ensure sufficient stock levels to fulfill orders promptly.
• Communicate with drivers or service technicians to provide them with necessary information and instructions for timely deliveries or service visits.
• Monitor the status of dispatched orders to ensure on-time delivery or service completion.

Customer Service:

• Serve as a point of contact for customers regarding billing inquiries, order status, and service-related issues.
• Handle customer complaints or concerns professionally and promptly, striving to resolve problems to the customer's satisfaction.
• Maintain strong relationships with customers, ensuring a positive and seamless experience throughout the billing and dispatch process.

Database Management:

• Update and maintain databases and software systems related to billing, dispatch, and customer information.
• Ensure data accuracy and integrity, performing regular data validation and reconciliation.
• Generate reports and analyze data to identify trends, areas for improvement, and opportunities for streamlining processes.

Process Improvement:

• Continuously review billing and dispatch processes to identify potential efficiency improvements.
• Collaborate with cross-functional teams to implement process enhancements and automation, where applicable.
• Provide feedback and suggestions to management for optimizing billing and dispatch operations.