Billing officer

Job description

The Invoicing Officer is responsible for managing the invoicing process for services delivered to customers. The role ensures accurate and timely billing, maintains customer data, processes credit notes, and acts as a key point of contact for invoicing-related queries and complaints. Working closely with operational teams, planners, managers, technicians, and Credit Control, the Invoicing Officer contributes to efficient financial operations and a positive customer experience.

Key Responsibilities

Invoice Management Close work orders by validating hours, pricing, and billing information. Review customer-specific invoicing requirements. Verify invoicing data and supporting documentation. Add purchase order references when required. Review pro-forma invoices and ensure customer validation where applicable. Generate and distribute invoices via email or post. Ensure invoices are processed accurately and within deadlines.

Credit Notes & Rebilling Assess the validity of credit note requests. Determine when invoice correction or rebilling is required. Obtain approvals according to established procedures. Create credit notes and replacement invoices in the CRM system. Send related documentation to customers. Customer Data Management Maintain and update customer records in the CRM system. Ensure customer billing details remain accurate and up to date.

Implement updates requested by customers or internal stakeholders. Customer Support & Complaint Handling Investigate customer queries and invoicing disputes. Analyze customer files and supporting documentation. Provide clear and professional responses to complaints. Coordinate corrective actions when required. Telephone & Administrative Support Handle incoming customer calls. Understand and analyze customer requests. Redirect requests to the appropriate department when necessary.

Follow up until resolution is achieved. Team Collaboration Participate actively in team meetings. Collaborate with operational teams, technicians, managers, planning, and Credit Control departments. Contribute to process improvements and service excellence.

Qualifications

Education

Bachelor's degree in Accounting, Business Administration, Office Management, or equivalent through experience.

Experience

Previous experience is not mandatory. Experience in invoicing, administration, finance support, or customer service is considered an asset. Languages Good knowledge of Dutch or French. Knowledge of English is a plus.

Technical Skills

Strong numerical aptitude. Administrative accuracy and attention to detail. Ability to work with CRM and invoicing systems. Good knowledge of Microsoft Office applications. Soft Skills Customer-oriented mindset. Strong analytical skills. Excellent organizational abilities. Ability to work autonomously. Team player with strong collaboration skills. Conscientious and detail-oriented. Dynamic and proactive attitude. Reliable and punctual.