Billing Coordinator (2 Positions)

About the role

Q-Sourcing Limited, trading as Q-Sourcing Servtec, is a manpower management solutions firm operating across Uganda, Kenya, Tanzania, Rwanda and South Sudan. On behalf of its client, it is recruiting two Billing Coordinators to work in Tatu City and Kisumu, Kenya. The role coordinates customer order processing, stock availability, dispatch and billing documentation, and operational reporting, so that orders are processed accurately, updates are timely and outstanding orders or constraints are escalated.

Key responsibilities

• Capture cleared and circulated orders in the Excel dashboard and share updated order information within two hours or as required.
• Create SAP delivery numbers for cleared orders and record them on the dashboard.
• Update the dashboard with trucks allocated to orders by the Transport Team and send updated dashboards to the 3PL warehouse for picking and loading.
• Check stock availability for cleared orders before allocation.
• Select and print dispatch documents once the 3PL confirms loading, verify their completeness and accuracy, then sign and stamp them.
• Choose the appropriate Electronic Tax Register (ETR) device for each product and print the corresponding billing documents, verifying them before signing and stamping.
• Handle reprint approvals with a reason code and keep a daily register of all reprints.
• Process and print stock transfer order (STO) documents for inter-depot transfers.
• Circulate sales performance and order balance reports every two hours by email and WhatsApp.
• Prepare an end-of-shift handover report covering shift performance, order balances and operational constraints.
• Flag and escalate orders remaining on the dashboard for more than 48 hours.

Required profile

• Diploma or university degree in Business Management.
• At least three years of hands-on experience in distributor order generation, processing or scheduling.
• Experience in a performance-driven environment with measurable KPIs is an added advantage.

Required skills

• Strong computer literacy, especially Excel and other spreadsheets.
• SAP Order-to-Cash (OTC) processing knowledge is an added advantage.
• Planning, forecasting, good communication and customer focus.