Order and Billings Administrator

The Orders & Billing Administrator plays a key role in ensuring the accuracy efficiency and timeliness of Potentiams order-processing and billing activity.

Working within the Finance team the role is responsible for reviewing and validating sales orders submitted through the CRM producing accurate customer invoices and co-ordinating with Sales Account Management and Operations to resolve any discrepancies.

The role also manages third-party supplier orders recurring billing schedules and month-end professional-services invoicing supporting the smooth financial operation of a fast-paced international business.

Duties & Responsibilities

Sales Order Processing

• Review and process sales orders received through the CRM ensuring alignment with commercial terms and internal approval processes.
• Validate order information and supporting documentation before invoicing.
• Work closely with Sales and Account Management to resolve incomplete inaccurate or unclear order information.

Invoice Management

• Generate and issue accurate customer invoices for closed sales orders in a timely manner.
• Ensure invoices align with contractual obligations delivery milestones and agreed commercial terms.
• Produce professional-services invoices at month-end maintaining a high standard of accuracy and presentation.
• Investigate and resolve billing discrepancies anomalies and payment-related queries promptly.

Recurring Billing & Supplier Orders

• Maintain and monitor recurring billing schedules ensuring invoices are raised accurately and in line with service agreements and renewal dates.
• Raise purchase orders and liaise with external suppliers to place and confirm third-party product and service orders.
• Ensure supplier costs are accurate orders are fulfilled on time and relevant information is recorded correctly.

Customer & Stakeholder Support

• Act as a first point of contact for customer billing queries responding promptly professionally and with a strong customer-service mindset.
• Work collaboratively with Sales Account Management Finance and Operations to ensure a seamless end-to-end order-to-invoice process.
• Proactively identify potential billing issues and work with the relevant teams to resolve them before they affect invoicing or customer experience.

Data Management & Process Improvement

• Maintain accurate and up-to-date customer order and billing information across internal databases and finance systems.
• Ensure all order-processing and billing tasks are completed within agreed service levels and deadlines.
• Follow established finance processes consistently while identifying practical opportunities to improve efficiency accuracy and workflow.

Skills & Experience

• Previous experience in billing administration sales-order processing invoicing or a similar finance administration role.
• Strong attention to detail with the ability to produce accurate error-free work in a fast-paced environment.
• Comfortable managing multiple priorities deadlines and recurring administrative processes.
• Confident communicator able to work effectively with colleagues customers and suppliers at all levels.
• Proactive and solutions-focused with the initiative to investigate and resolve queries independently.
• Strong written and verbal communication skills.
• A customer-focused and professional approach with discretion when handling financial and client information.
• Experience using CRM and finance systems; exposure to ConnectWise CRM and SAP BYD would be advantageous.
• A fast learner with a positive can-do attitude and genuine interest in developing new skills.

Location and hours
Cape Town or Johannesburg
09h00 18h00 10h00 19h00
Hybrid


Data Privacy Notice
The personal information you provide during the application and recruitment process will be used solely for recruitment purposes in accordance with our data protection policies.
For any questions regarding data processing related to HR activities please contact Chantal Endemann at
All data shared with third parties complies with applicable confidentiality and retention requirements.

Required Experience:

Unclear Seniority