Billing Assistant

Department: Billing / Procurement

The Billing Assistant is responsible for preparing and processing invoices, managing sales orders and cash sales, verifying billing details, handling insurance-related billing documents, monitoring outstanding payments, and coordinating with branches and internal departments to ensure accurate and timely billing.

Key Responsibilities

1. Billing & Invoice Processing

• Prepare and issue invoices based on completed windscreen replacement and repair jobs.
• Ensure billing details, customer information, job charges, discounts, and payment amounts are accurate.
• Monitor stock requirements and ensure branches and stockists receive necessary inventory in a timely manner.
• Process invoices, credit notes, debit notes, and other billing-related documents when required.
• Ensure all completed jobs are billed accurately and within the required timeline.

2. Sales Order & Cash Sale Management

• Manage and process sales orders accurately in the AutoCount system.
• Prepare and process cash sales transactions and ensure payments are properly recorded.
• Issue invoices and receipts for sales orders and cash sales where applicable.
• Monitor sales order status and coordinate with relevant departments to ensure timely processing.
• Maintain accurate records of sales orders, cash sales, and related transactions.

3. Insurance & Claim Billing

• Prepare and submit billing documents and supporting documents for insurance-related claims.
• Verify insurance claim details and ensure the required documents are complete before submission.
• Follow up on pending or rejected claims and resolve billing discrepancies where necessary.
• Coordinate with the Claims and Operations teams regarding claim and billing matters.

4. Payment & Outstanding Monitoring

• Monitor outstanding payments and follow up on overdue accounts.
• Record and update payment information accurately in the system.
• Assist in checking and reconciling payments against invoices.
• Coordinate with the Accounts/Finance team regarding payment status and outstanding balances.

5. Branch & Internal Coordination

• Coordinate with branches, Customer Care, Claims, Operations, and Accounts to obtain accurate billing information.
• Follow up on missing job details, documents, or payment information.
• Ensure completed jobs are properly recorded and submitted for billing.

6. Documentation & Record Keeping

• Maintain proper records of invoices, receipts, sales orders, cash sales, claims, payment documents, and other billing-related records.
• Ensure all billing documents are properly filed and easily traceable.
• Update billing records in the company system accurately and promptly.

7. Reporting & Administrative Duties

• Prepare daily, weekly, and monthly billing reports when required.
• Assist with billing reconciliation and month-end closing activities.
• Identify and report billing discrepancies to the relevant department or management.
• Perform other billing-related and administrative duties assigned by the management.

Requirements

Qualifications

• Diploma Business Administration, or a related field.
• Fresh graduates are encouraged to apply.

Skills & Competencies

• Proficient or familiar in AutoCount
• Strong organizational and time management skills, with the ability to handle multiple tasks effectively in a fast-paced environment.
• High level of attention to detail and accuracy in documentation.
• Proficient in Microsoft Office applications (Excel, Word, etc.).
• Strong communication, interpersonal, and coordination skills, both written and verbal.
• Able to work independently as well as collaboratively within a team environment.

Working Arrangement

• Candidates willing to work weekends (Saturday and Sunday) will have an added advantage.
• Rest day(s) will be provided on weekdays accordingly.

Pay: RM2,000.00 - RM2,500.00 per month

Work Location: In person