Billing and Office Administrator

Interaction Recruitment PLC; Corby; On-site; GBP 25,000 - 30,000; Full time

Benefits offered by this job

25 days annual leave

Job summary

Interaction Recruitment PLC is recruiting for a Billing & Office Administrator in Kettering. The role combines customer order processing, billing, invoicing and general office support in a busy environment.

The ideal candidate will be organised, detail-focused and experienced in billing or finance administration, with strong IT skills and the ability to work independently or as part of a team.

Qualifications

• Previous experience in office administration, billing or finance administration.
• Experience processing invoices, credit notes and customer orders.
• Good numerical skills and excellent attention to detail.
• Strong IT skills and confidence using internal business systems and Microsoft Office.
• Excellent organisational skills with the ability to prioritise a varied workload.
• Good communication skills and a professional telephone manner.
• The ability to investigate discrepancies and resolve administrative queries.
• A proactive approach, with the confidence to work independently and as part of a team.

Responsibilities

• Process customer orders received via email, online portals and telephone.
• Enter product orders accurately onto the company's internal systems.
• Manage the sales order mailbox and respond to customer order enquiries.
• Maintain customer and product information, including portal pricing and system updates.
• Monitor order discrepancies and report any inaccuracies.
• Process and issue product, contract and service invoices.
• Match sales order and service invoices against supporting documentation.
• Convert technical site visits and service paperwork into accurate invoices.
• Prepare and raise credit notes, ensuring all supporting documentation is in place.
• Review blocked billing reports and investigate outstanding discrepancies.
• Request proof of delivery (POD) documentation where required.
• Issue monthly customer statements and assist with month-end billing activities.
• Review and action blocked orders and technical orders.
• Match billing documentation and resolve invoicing queries.
• Assist with month-end reporting, revenue recognition and incomplete sales documentation.
• Support monthly stock checks and product replenishment reviews.Identify and report stock discrepancies to management.
• Maintain supplier contract information and coordinate contract and insurance renewals.
• Manage office supplies, stationery and general facilities requirements.
• Handle incoming and outgoing post.
• Assist with meeting arrangements, including room bookings and refreshments.
• Prepare meeting agendas and take minutes when required.
• Maintain administrative procedures and internal process guides.

Skills

Office administration

Billing

Finance administration

Invoices

Credit notes

Customer orders

Numerical skills

Microsoft Office

Organisational skills

Communication skills

Problem solving

Job description

Billing & Office Administrator

Location: Kettering, Northamptonshire
Salary:£30,000 per annum
Hours: Full-Time, Monday to Friday
Contract: Permanent
Working Arrangement: Office Based
Holiday: 25 days annual leave

The Opportunity

Interaction Recruitment are recruiting on behalf of a well-established business for a Billing & Office Administrator to join their team based in Kettering.

This is a varied administrative role combining customer order processing, sales and service invoicing, billing administration and general office support. The successful candidate will play an important role in ensuring customer orders are processed accurately, invoices are raised efficiently and day-to-day administrative activities run smoothly.

This opportunity would suit an organised and detail-focused individual with previous office administration experience and a background in billing, invoicing or finance administration.

Key Responsibilities

Order Processing & Customer Administration

• Process customer orders received via email, online portals and telephone.
• Enter product orders accurately onto the company's internal systems.
• Manage the sales order mailbox and respond to customer order enquiries.
• Maintain customer and product information, including portal pricing and system updates.
• Monitor order discrepancies and report any inaccuracies.

Billing & Invoicing

• Process and issue product, contract and service invoices.
• Match sales order and service invoices against supporting documentation.
• Convert technical site visits and service paperwork into accurate invoices.
• Prepare and raise credit notes, ensuring all supporting documentation is in place.
• Review blocked billing reports and investigate outstanding discrepancies.
• Request proof of delivery (POD) documentation where required.
• Issue monthly customer statements and assist with month-end billing activities.

Finance & Month-End Administration

• Review and action blocked orders and technical orders.
• Match billing documentation and resolve invoicing queries.
• Assist with month-end reporting, revenue recognition and incomplete sales documentation.
• Support monthly stock checks and product replenishment reviews.Identify and report stock discrepancies to management.

General Office & Facilities Administration

• Maintain supplier contract information and coordinate contract and insurance renewals.
• Manage office supplies, stationery and general facilities requirements.
• Handle incoming and outgoing post.
• Assist with meeting arrangements, including room bookings and refreshments.
• Prepare meeting agendas and take minutes when required.
• Maintain administrative procedures and internal process guides.

About You

The successful candidate will be highly organised, methodical and comfortable working in a busy office environment, managing a variety of administrative and finance-related responsibilities.

Ideally, you will have:

• Previous experience in an office administration, billing or finance administration role.
• Experience processing invoices, credit notes and customer orders.
• Good numerical skills and excellent attention to detail.
• Strong IT skills and confidence using internal business systems and Microsoft Office.
• Excellent organisational skills with the ability to prioritise a varied workload.
• Good communication skills and a professional telephone manner.
• The ability to investigate discrepancies and resolve administrative queries.
• A proactive approach, with the confidence to work independently and as part of a team.

What's on Offer?

• Salary of £25,000 – £30,000 per annum, depending on experience.
• 25 days annual leave.
• Permanent, full-time employment.
• Office-based position in Kettering.
• Varied role combining billing, finance administration and general office support.
• Opportunity to join an established and busy business.