Admin Clerk - Invoicing

Bed King; Durban; On-site; ZAR 120,000 - 180,000; Full time

Job summary

Woodford Group in Durban is seeking an Admin Clerk (Invoicing) to join the Woodford Car Hire team. You will prepare and issue accurate customer invoices and required supporting documentation, ensuring timely processing to aid debtor administration and customer experience.

Based in Springfield, Durban, you will work with the Finance team to meet month-end deadlines, resolve invoicing queries, and maintain high standards of data accuracy and professional communication with customers.

Qualifications

• Non-negotiable requirements include Grade 12/Matric, computer literacy with email and document management systems, and clear written/verbal communication.
• A bookkeeping/finance/administration qualification and math/accounting subjects are advantageous.
• Previous invoicing or accounts experience and ability to meet deadlines are valued.

Responsibilities

• Send customer invoices by email and through the in-house Rental Software within required timeframes.
• Download and attach supporting documents (rental agreements, trip sheets, statements) to invoices.
• Check invoices and attachments before sending to the correct customer contact.
• Follow up daily on pending invoices and escalate delays affecting billing cycles.
• Handle customer or debtors queries promptly and professionally.
• Assist with month-end billing deadlines as required by the Finance team.
• Perform other general admin duties as needed by the Debtors Manager.

Skills

Accuracy

Attention to detail

Planning

Results-oriented

Devotion to Quality

Client-focused

Cooperation

Performing Under Pressure

Education

Grade 12 / Matric

Bookkeeping/Finance/Admin qualification

Mathematics and Accounting as subjects

Tools

Rental Software system

Job description

The Woodford Group was established in 1991 in Durban as a car rental company.

Today, the Group offers a comprehensive range of mobility solutions, from short-term car hire and long-term vehicle leasing to vehicle sales and trade options, supported by a nationwide network of branches.

We're looking for a highly organised, detail-oriented Admin Clerk (Invoicing) to join the Woodford Car Hire team.

In this role, you'll play a key part in ensuring our billing process runs efficiently by preparing and distributing accurate customer invoices and supporting documentation within required timeframes. Your commitment to accuracy and efficiency will contribute to effective debtor administration and help deliver an exceptional customer experience.

Join The Woodford Group and be part of a team committed to delivering trusted mobility solutions, while helping us achieve our vision of being the most trusted mobility brand in Southern Africa.

Admin Clerk - Invoicing to be based in Springfield, Durban

Join a vibrant and forward-thinking team, where innovation and exceptional customer service drive everything we do.

As part of our team, you’ll:

• Make a difference: Contribute to a company that leads the market and values the impact of every team member.
• Grow your career: Take advantage of opportunities to develop your skills and advance in a supportive environment.
• Collaborate and innovate: Be part of a collaborative culture that values fresh ideas and teamwork.

Your contributions matter, and your growth is our priority.

Join us and be part of something extraordinary!

IF YOU HAVE THE FOLLOWING QUALITIES, THEN THIS ROLE IS FOR YOU:

Accuracy

You work carefully and pay close attention to detail, ensuring the correct information and supporting documentation are checked before anything is sent. Your thorough approach helps reduce errors, rework, and delays.

You take ownership of your work and consistently follow through on your responsibilities. You complete daily tasks, follow required processes, and ensure outstanding items are not overlooked.

Planning

You organise and prioritise your workload effectively. You can manage daily responsibilities alongside month-end deadlines while maintaining control of outstanding work.

Results-oriented

You stay focused on achieving deadlines and delivering results. You proactively follow up on missing information, address obstacles, and escalating delays before they become backlogs.

Devotion to Quality

You take pride in producing accurate, high-quality work. You consistently maintain high standards and take care to prevent avoidable errors and repeated customer queries.

Client-focused

You respond to customer queries professionally, helpfully, and promptly. You ensure customers receive accurate information and supporting documentation, escalating unresolved matters where appropriate.

Cooperation

You build positive working relationships with colleagues and internal stakeholders. You communicate effectively, share information, follow up constructively, and support others to ensure work is completed on time.

Performing Under Pressure

You remain calm, focused, and accurate when working with high volumes, daily deadlines, and month-end pressures. You maintain a high standard of work without becoming rushed or overlooking important details.

THE MINIMUM REQUIREMENTS FOR THE ROLE ARE:

NON-NEGOTIABLE REQUIREMENTS:

• A Grade 12 / Matric or an equivalent qualification.
• Computer literate, with confidence in using email and document management systems, including downloading, attaching, and sending documentation accurately.
• Clear and professional written and verbal communication skills.

Will also count highly in your favour if you have:

• A qualification in Bookkeeping, Finance, or Administration.
• Mathematics and Accounting as Matric subjects.
• Previous experience in a similar accounts or invoicing role, working to strict deadlines.

DUTIES WILL INCLUDE:

• Sending customer invoices by email and/or our in-house Rental Software system within the required timeframes.
• Downloading and gathering any required supporting documents (e.g. rental agreements, trip sheets, supporting statements) for attachment to the invoice.
• Checking that the correct invoice and supporting documents are attached, and that the email is sent to the correct customer contact, before sending.
• Following up daily on any invoices not yet sent, and escalating any delays that put the billing cycle at risk.
• Resolving queries from customers or the debtors team relating to invoices sent, promptly and professionally.
• Supporting month-end billing deadlines as required by the Finance team.
• Dealing with ad hoc queries from customers as they arise, resolving them directly where possible and escalating where necessary.
• Performing other general administrative duties as reasonably required by the Debtors Manager.

* This job specification is a general outline of the role and is not exhaustive. Duties may be adjusted from time to time in line with business requirements.