Billing Clerk- Regional

Global Brands Group Of Companies • Full-time • San Juan, Trinidad and Tobago • 1h ago

POSITION SUMMARY

The Billing Clerk – Regional is responsible for processing orders, issuing invoices and coordinating communications between customers, stores, franchisees, distributors and internal teams, with responsibility for the Company’s regional export markets of St Kitts & Nevis, St Lucia and Jamaica in addition to local operations.

Regional accounts are invoiced cross-border from Trinidad. The role ensures accurate and timely billing in the correct currency, prepares complete and compliant export documentation for regional shipments, monitors and follows up on outstanding balances by market, and supports online and delivery operations while providing excellent customer service.

RESPONSIBILITIES

1. Order Intake and Communication

• Receive and respond to phone calls, WhatsApp messages, emails and written messages from:

○ Donut drivers

○ Stores

○ Franchisees and regional distributors

○ Company personnel

○ Customers

• Monitor and respond to the country-specific WhatsApp numbers and group channels maintained for each market, within the response times set by the department.

• Facilitate calls, emails and messages received through the company website and general email accounts.

• Ensure customised orders are confirmed and communicated to the relevant department.

• Provide quality customer service and courteous, professional written communication at all times.

2. Local Operations

• Create and issue production sheets for all orders received.

• Create and issue invoices for all orders received, including online and delivery orders.

• Run the daily online orders report and confirm that all online orders were received as requested.

• Facilitate calls from stores to remedy issues encountered during operations regarding donuts, and provide solutions to related store issues.

• Facilitate calls from customers regarding:

○ Customers requiring online orders without devices

○ Issues relating to road sales

○ Complaints and order discrepancies

• Facilitate online delivery orders, including:

○ Confirming the delivery orders placed

○ Communicating the orders to the relevant third-party delivery provider

○ Creating and issuing invoices for delivery orders

○ Liaising with the delivery company administrator, driver and customer to ensure the order is received

• Track payments for cash customers and for delivery orders.

• Submit the no-stock list.

3. Regional Export Accounts (St Kitts & Nevis, St Lucia, Jamaica)

• Receive, confirm and process orders from regional franchisees and distributors.

• Issue proforma invoices where prepayment is required prior to shipment.

• Prepare commercial invoices that meet the customs requirements of the destination country, including consignee details, HS codes, country of origin, Incoterms, currency, unit and total values, gross and net weights, and freight and insurance shown separately where applicable.

• Prepare or obtain CARICOM Certificates of Origin and any other documentation required for the shipment to clear and to attract the correct duty treatment.

• Coordinate with the freight forwarder, consolidator and Logistics on booking, documentation and shipment tracking.

• Confirm export documentation with the designated approver in Finance / Logistics before documents are released to the forwarder or customer.

• Retain export evidence — airway bills, bills of lading and customs export entries — to support the zero-rating of export sales for VAT purposes.

• Reconcile freight and handling charges recharged to the customer against the carrier or forwarder invoice.

• Maintain and circulate a regional order cut-off calendar reflecting sailing and flight schedules, and the public holidays and operating days of each market.

• Confirm each regional order against the next available sailing or flight and advise the customer of the expected dispatch date.

• Escalate documentation errors, customs queries or shipment delays promptly to the Sales & Fulfillment Manager.

4. Invoicing, Currency and Receivables

• Issue invoices in the currency approved for each market and apply the exchange rate source and rate approved by Finance. The Billing Clerk does not set exchange rates.

• Maintain the correct invoice numbering series for domestic and export sales.

• Assist Accounts with queries on invoices issued and resolve issues pertaining to bills and charges.

• Administer the agreed credit terms for each customer and market.

• Ensure all clients remain informed of their outstanding balances and payment deadlines.

• Reconcile inbound wire transfers and other remittances against invoices, and identify and follow up on short payments, including those arising from correspondent or intermediary bank charges.

• Escalate accounts that pass agreed credit terms in accordance with the department’s escalation procedure.

5. Reporting, Procedures and General

• Prepare the consolidated regional billing report, including orders and invoices by market.

• Prepare the receivables aging report by market for review by the Sales & Fulfillment Manager and Accounts.

• Maintain a written desk procedure for each market, kept current, so that the designated backup can perform the role during absences.

• Co-ordinate with and assist other associates in the department to meet deadlines, and incorporate the priority work of colleagues during their absence.

• Perform all other duties which fall within the department as required.

EDUCATION AND EXPERIENCE REQUIREMENTS

• Five (5) CSEC / CXC passes, inclusive of Mathematics and English Language.

• One to two (1–2) years’ experience in billing, invoicing or accounts receivable.

• Must be computer literate, with a sound working knowledge of Microsoft Excel and the Company’s accounting / order management system.

• Knowledge of export documentation and CARICOM trade procedures will be an asset.