Administration & Invoicing Assistant

Role Overview

This position sits at the centre of the invoicing and order-to-payment cycle for a growing premium beauty, wellness and regenerative care brand, making sure every customer invoice is raised correctly, every dispatch is tracked, and every outstanding balance is chased before it ages. Working with digital billing and business management tools, you will keep financial and customer records clean and current while acting as the main point of contact for billing and order queries. Reliable invoicing and prompt collections directly protect the company's cash flow and its reputation for polished, attentive client service.

Key Responsibilities

• Raise customer invoices accurately and issue them within agreed timelines, checking order details, pricing and client information before sending.
• File and maintain receipts, credit notes and supporting invoice documentation so records stay complete and audit-ready.
• Monitor dispatch and delivery schedules, tracking each order through to confirmation of receipt.
• Chase overdue accounts by phone, email or messaging, keeping a clear log of every follow-up and client response.
• Reconcile payments received against invoices raised, flagging shortfalls, duplicates or mismatches for escalation.
• Answer client questions about invoices, order status and payment methods, resolving routine issues directly and escalating the rest.
• Keep administrative, financial and customer records updated in the company's digital systems, including spreadsheets and billing or POS/ERP platforms.
• Produce routine summaries of invoicing activity, collections progress and outstanding balances for management review, and coordinate with sales, warehouse and finance colleagues so orders, dispatches and payments stay aligned.

Requirements & Qualifications

• Diploma or degree in Business Administration, Accounting, Finance, Commerce or a comparable field.
• Prior hands-on experience in administration, invoicing, accounts receivable, order processing or a similar commercial support role.
• Confident computer literacy, with a genuine appetite for learning new software; experience with invoicing, accounting, POS or ERP platforms is a strong plus.
• Solid working knowledge of Excel or Google Sheets, including basic formulas and data sorting for reconciliation and reporting.
• Highly organised and detail-driven, able to juggle invoices, dispatches and follow-ups simultaneously without losing track of any item.
• Clear written and verbal communication, with the confidence to follow up persistently and politely with clients on unpaid accounts.
• Trustworthy, discreet and professional when handling financial data and confidential customer information.
• Self-directed enough to manage your own workload and consistently hit invoicing and reporting deadlines.