Invoicing and Payment Officer

Under the direct supervision of the Facility Manager, the Invoicing and Payment Officer is responsible for ensuring the accurate and timely preparation, issuance, and recording of invoices and payments. The role involves maintaining up-to-date payment records, coordinating with Sales and other departments for contract and customer updates, and ensuring proper communication and follow-up with storers regarding billing, collection, and account concerns. This position plays a critical role in maintaining the accuracy of financial transactions, supporting revenue assurance, and upholding Loc&Stor 24/7's commitment to operational excellence and customer satisfaction.

JOB RESPONSIBILITIES:

·       Oversee on time sending invoices to all customers.

·       Ensures timely and professional responses to payment emails, including acknowledgments and coordination with Sales for customer concerns or requests.

·       Performs timely and accurate processing of RPS (Rental Payment Schedules).

·       Coordinates with the Sales team on payments, customer information updates, contract renewals, and special requests.

·       Handles payment processing, including transactions with and without Expanded Withholding Tax (EWT).

·       Corrects and updates postings on the Payment Monitoring Sheet.

·       Ensures on-time posting of payments in the system.

·       Prepares and sends official receipts (OR) promptly.

·       Handles the sending of one-way SMS reminders and notifications.

·       Files and organizes documents related to invoicing and payment transactions.

·       Issues rate increase notices to storers in a timely manner.

·       Sends collection notices to past-due storers and conducts appropriate collection efforts (calls, messages, follow-ups).

·       Reports and updates on the Facility Manager/Assistant Facility Manager on past-due storers and collection progress.

·       Prepares and updates the list of storers with 42 days and above past due, including documentation of collection notices sent.

·       Endorses auction notices promptly to past-due storers.

·       Prepares a summary of all units for auction and submits it for management approval.

·       Prepares and turns over daily past-due lists and manual entries to Security for monitoring.

·       Performs other related invoices and payment duties as assigned by the immediate head.

JOB REQUIREMENTS:

• Bachelor's degree in Finance, Economics, Business Administration, or any related field.

• At least 2 years of experience in invoicing, billing, or collections, preferably in a similar role.

• Extensive experience in invoice processing and payment tracking.

• Knowledge of accounting systems, billing procedures, and recordkeeping practices.

• Proficiency in Microsoft Office applications, particularly Excel (e.g., formula creation, pivot tables, data analysis).

• Strong understanding of EWT and collection compliance requirements.

• High attention to detail, accuracy, and confidentiality in handling financial data.

• Excellent communication and coordination skills across teams and departments.

Core Competencies

• Attention to Detail and Accuracy – Ensures precision in billing, payment entries, and documentation.

• Time Management – Meets strict deadlines in invoicing and payment posting.

• Customer Service Orientation – Handles customer billing concerns professionally and courteously.

• Analytical Thinking – Reviews data for discrepancies and provides sound resolutions.

• Collaboration and Coordination – Works effectively with the Sales, Finance, and Facility teams.

• Accountability – Takes ownership of assigned tasks and ensures consistency in follow-through.

• Integrity – Maintains confidentiality and ethical handling of financial information.

• Adaptability – Adjusts to new procedures, system updates, and workload changes efficiently.

Technical Competencies

• Invoice and Billing Management – Prepares, issues, and monitors invoices accurately and efficiently.

• Payment Posting and Reconciliation – Posts and validates payments in the monitoring system with zero discrepancy.

• Collection Tracking and Reporting – Maintains accurate records of due and past-due accounts.

• EWT and OR Processing – Understands and applies correct procedures for payments with withholding tax and issuance of ORs.

• Database Management – Maintains organized and updated electronic and physical records of payment documents.

• Financial Reporting Tools – Utilizes spreadsheets and internal systems for reports and analysis.

• Communication Tools – Uses email, SMS, and other communication platforms for timely coordination and notices.

• System Navigation – Familiar with enterprise or accounting software used for billing and collections.

GENERAL:

Because of the nature of our business and its changing requirements, this job profile is a general outline of the type of key tasks the job holder will be asked to undertake in their role. It will be reviewed regularly in consultation with the post holder and as part of the Loc&Stor 24/7 performance structure.

Also, at the request of the immediate head, job responsibilities and duties may change from time to time depending on the department's alignment to Loc&Stor 24/7's Mission, Purpose, and Values.