Quote & Invoicing Administrator

SUMMARY:
We are seeking a highly organised, detail-oriented and customer-focused Customer Quote & Invoicing Administrator to join an established organisation within the Energy & Utilities sector on a 6-month fixed-term contract, based in Rosslyn, Pretoria.

POSITION INFO:

Location: Rosslyn, Pretoria, Gauteng
Employment Type: 6-Month Fixed-Term Contract
Industry: Energy & Utilities

About the Opportunity

We are seeking a highly organised, detail-oriented and customer-focused Customer Quote & Invoicing Administrator to join an established organisation within the Energy & Utilities sector on a 6-month fixed-term contract, based in Rosslyn, Pretoria.

The successful candidate will be responsible for managing customer quotations, sales orders, invoicing and delivery coordination, ensuring accurate processing, timely execution and exceptional customer service.

This role requires strong administrative and financial accuracy, excellent communication skills and the ability to coordinate effectively with Finance, Supply Chain, Warehousing, Production and external customers.

Key Responsibilities

Sales Order & Quotation Management

• Prepare, capture and process customer quotations and sales orders.

• Review purchase orders to verify pricing, quantities, delivery terms and supporting documentation.

• Maintain accurate order records and monitor order status throughout the order-to-cash process.

• Follow up on outstanding approvals, order changes and urgent requests.

Invoicing & Financial Administration

• Prepare and process customer invoices, credit notes and debit notes.

• Match sales orders, delivery notes, proof of deliveries (PODs) and invoices.

• Ensure accurate VAT treatment and compliance with basic accounting principles.

• Assist with customer account reconciliations and investigate invoicing discrepancies.

Delivery & Logistics Coordination

• Schedule deliveries and coordinate with transport providers.

• Track shipments, monitor delivery timelines and obtain proof of delivery.

• Liaise with warehouses, stores and production teams to confirm stock availability and delivery readiness.

• Proactively communicate delays and resolve delivery-related issues.

Customer Service & Communication

• Respond to customer queries regarding orders, invoices and deliveries.

• Provide accurate updates on order status and delivery schedules.

• Maintain positive customer relationships through proactive communication and follow-up.

• Ensure customer queries and outstanding issues are resolved efficiently.

Reporting & Administration

• Prepare and maintain open-order, backorder, DIFOT and invoice-tracking reports.

• Monitor outstanding orders and delivery performance.

• Use Microsoft Excel to analyse information, identify discrepancies and support operational reporting.

• Maintain accurate records and ensure compliance with internal procedures and controls.

Minimum Requirements

• Grade 12 / Matric (NQF Level 4).

• A relevant certificate or diploma in Business Administration, Finance, Logistics, Supply Chain or a related field.

• 2–3 years'' relevant experience in sales order administration, customer invoicing, delivery coordination or a similar role.

• Proven experience reviewing purchase orders, processing sales orders and preparing invoices.

• Experience with customer account reconciliations, credit and debit notes, and order-to-cash administration.

• Previous experience using ERP systems, preferably JDEGS.

• Experience working with customer portals.

• Strong working knowledge of Microsoft Excel, Outlook and Teams.

• Understanding of VAT requirements and basic accounting principles.

• Experience coordinating deliveries and liaising with logistics and supply chain teams.

Advantageous

• Previous experience using JDEGS.

• Knowledge of Incoterms and delivery terms.

• Additional training in bookkeeping, accounting or customer order management.

• Valid Code 8 driver''s licence.

Key Skills & Competencies

• Exceptional attention to detail and numerical accuracy.

• Strong organisational and time-management skills.

• Excellent written and verbal communication.

• Customer-focused with a proactive and solutions-driven approach.

• Ability to manage multiple priorities and meet deadlines.

• Strong problem-solving and analytical skills.

• Ability to work effectively under pressure.

• Strong teamwork and cross-functional collaboration.

• High levels of professionalism, integrity and confidentiality.

How to Apply

If you have experience in sales order administration, customer invoicing and delivery coordination, and are available for a 6-month fixed-term contract in Rosslyn, Pretoria, we encourage you to apply.