Administrator

Job Title: Billing & Logistics Coordinator Job Summary The Billing Coordinator is responsible for managing the full order-to-delivery cycle within a fast-paced food distribution environment. This role oversees order processing, invoicing, cash receipts processing, payment follow-ups, logistics coordination, and warehouse communication to ensure accurate, timely, and compliant delivery of food products to customers. The position requires strong attention to detail, urgency, and an understanding of food handling and distribution standards. Key Responsibilities Order Processing & Management Accurately capture and process customer orders (retail, wholesale, hospitality, etc.) Verify pricing, product codes, batch details, and availability Coordinate urgent or same-day orders when required Monitor back orders and communicate substitutions or shortages Logistics & Delivery Coordination Plan and coordinate daily delivery schedules Liaise with drivers and transport providers to ensure timely deliveries Track temperature-sensitive and perishable shipments Resolve delivery issues, shortages, or damages promptly Warehouse Coordination Communicate picking lists and dispatch schedules to warehouse staff Ensure correct handling of chilled, frozen, and dry goods Confirm batch numbers and expiry dates are correctly recorded Coordinate stock rotation (FIFO) and report low stock levels Invoicing, Cash Receipts & Payment Collection Generate and issue accurate invoices aligned with dispatched goods Capture and post all customer payments (cash, EFT, bank transfers, cheques) into the system Allocate payments to the correct customer accounts and invoices Reconcile daily receipts against bank statements and resolve discrepancies Process credit notes for returns, pricing discrepancies, or damaged goods Follow up on outstanding payments in line with agreed credit terms Reconcile delivery notes with invoices and maintain accurate debtor records Compliance & Quality Support Ensure documentation complies with food safety and regulatory requirements Maintain accurate records for traceability purposes Support audits by organizing required documentation Customer & Internal Communication Act as a key point of contact for order and delivery queries Liaise between sales, warehouse, drivers, and accounts departments Maintain strong relationships with customers to ensure service excellence Qualifications & Experience 2+ years’ experience in food distribution, FMCG, logistics, or operations Understanding of perishable goods handling and delivery timelines Experience with ERP or inventory management systems Knowledge of food safety and traceability standards (advantageous) Strong administrative and organizational skills Key Skills High attention to detail Ability to work in a fast-paced, deadline-driven environment Strong problem-solving ability Effective communication skills Multitasking and time management