Billing Associate

About The Organization

solutions provider

developer

cleantech water

Position Overview

Billing & Order Processing Associate

regional sales team closely

commercial managers and service managers

Key Responsibilities

• Order Processing & Management
• Review and process customer purchase orders (POs) in the ERP system (SAP S4Hana Public Cloud).
• Verify order details, pricing, product availability, and contract terms before order confirmation.
• Coordinate with the sales and logistics teams to ensure timely order fulfillment and delivery.
• Ensure proper documentation of orders, approvals, and special instructions.
• Invoice Processing & Billing Operations
• Generate and issue invoices based on processed orders, ensuring accuracy in billing details (customer details, pricing, discounts, taxes, etc.).
• Upload invoices into the ERP system and maintain billing records.
• Validate invoice details against purchase orders and contracts to avoid discrepancies.
• Ensure invoices comply with tax regulations (GST, VAT, etc.) and company policies.
• Coordinate with customers for any special billing requirements (e.g., split billing, advance payments).
• Work with Sales Team to Resolve Order and Invoice Disputes
• Collaborate with the Sales Team to verify order details, pricing discrepancies, and contract terms in case of disputes.
• Coordinate with internal teams to ensure timely resolution of issues related to order processing and billing.
• Maintain clear documentation of dispute resolutions for reference and audit purposes.
• Handling Shipping Documents & Delivery Notes
• Prepare and verify Delivery Notes (DN) and other shipping documents before dispatch.
• Ensure that delivery documentation aligns with order details, invoices, and customer requirements.
• Coordinate with the regional sales team / warehouse to ensure smooth shipment and delivery tracking.
• Compliance & Documentation
• Ensure that all orders, invoices, and shipping documents follow internal financial controls and compliance requirements.
• Maintain an organized filing system for orders, invoices, delivery notes, and receipts (both digital and physical records).
• Assist in audits by providing necessary billing, order processing, and shipping records.
• Reporting & Data Management
• Generate reports on order processing metrics, billing transactions, outstanding invoices, and credit notes.
• Administrative & Support Functions
• Assist in training new hires on order processing, billing, and shipping documentation procedures.
  

Required Qualifications & Skills

Education & Experience:

• Diploma or Bachelor’s degree in Accounting, Finance, Business Administration, Supply Chain, or a related field.
• 3 - 5 years of experience in order processing, billing, shipping documentation, or accounts receivable.
  

Technical Skills

• ERP Proficiency: Experience with SAP S4Hana Public Cloud, Oracle, or similar order-to-cash and shipping management systems.
• Strong knowledge of Microsoft Excel (pivot tables, VLOOKUP, etc.).
• Understanding of invoicing procedures, taxation, and revenue recognition principles.
• Familiarity with shipping documentation (Delivery Notes, Packing Lists, Commercial Invoices, etc.).
• Knowledge of financial regulations, tax laws (GST, VAT), and compliance requirements.
  

Soft Skills

• High level of accuracy and attention to detail.
• Good communication skills for interacting with internal teams and customers.
• Strong organizational and time management skills to handle multiple tasks.
• Problem-solving ability to resolve order, billing, and shipping discrepancies efficiently.
  

Work Environment & Reporting Structure

• The Billing & Order Processing Associate will work closely with the Billing Team Lead, Regional Sales Team , Commercial Managers, Service Managers, Logistics, and Finance teams.
• The role may require flexibility during peak order periods and financial closing cycles.