Invoicing Service Clerk

Role Overview

This Warehouse Clerk role is embedded in the procurement department, where it coordinates the flow of customer orders through the entire supply chain. Each day involves checking order accuracy in SAP, chasing delivery confirmations, and talking directly with customers and warehouse staff to keep shipments on schedule. The position exists to ensure that what the customer sees from the company matches what actually happens in the warehouse, making it essential to both customer retention and operational efficiency.

Key Responsibilities

• Verify incoming customer orders in SAP for correct item numbers, quantities, pricing, and delivery terms before they enter the fulfilment pipeline.
• Maintain live visibility of every open order by tracking picking, packing, and dispatch milestones and escalating any sticking points to the warehouse supervisor.
• Handle inbound calls and emails from customers seeking order updates, stock availability, and delivery slot confirmations, responding within agreed turnaround times.
• Issue proactive delay notifications to customers and internal account managers whenever a shipment is at risk, including revised estimated delivery dates.
• Work with finance, logistics, and warehouse teams to reconcile discrepancies in delivered quantities, damaged goods, or billing errors, creating credit or rebill requests as needed.
• Document every customer interaction and order change in the tracking system, building a clear audit trail for dispute resolution and performance analysis.
• Generate weekly reports on overdue orders, complaint categories, and on-time delivery rates to support root-cause analysis and process improvement.
• Follow the department's standard operating procedures and participate in continuous improvement initiatives focused on reducing order-processing errors and response times.

Requirements & Qualifications

• At least 2 years of order management, sales support, or customer service experience in a distribution, manufacturing, or wholesale environment.
• Strong proficiency with SAP SD module, including order entry, delivery monitoring, and billing documents; equivalent ERP experience will be considered.
• Advanced Excel skills for filtering large order reports, creating pivot tables, and tracking key metrics.
• Exceptional attention to detail, with a track record of maintaining clean customer master data and order records.
• Clear and professional written and spoken communication, comfortable explaining shipping exceptions to non-technical audiences.
• Proven problem-solving approach: investigates root causes, not just quick fixes, and escalates when appropriate.
• Ability to build trust with warehouse staff, planners, and accountants, making cross-functional follow-up productive rather than confrontational.
• High school diploma or equivalent; post-secondary education in supply chain, business, or procurement is strongly preferred.