Invoicing and Operations Assistant in Manchester

Location: Manchester (2/3 days in the office)

About the job

The purpose of the role is to provide day to day support to the invoicing and operations team. The Invoicing and Operations Assistant is responsible for ensuring the accurate and timely issuance of sales invoices, dealing with the day-to-day billing and operations activities, resolving incoming billing and contracts queries, and providing post sales support to the business and Escode customers. The role includes running regular reports to check if all invoicing has been completed, ensuring processes are followed, and having a proactive approach in picking up billing activities to ensure positive cashflow and customer satisfaction.

The Escode Division

Escode, a global leader in software escrow solutions and part of NCC Group, is dedicated to protecting businesses from unforeseen disruptions. We ensure that business-critical software applications and source code are safe, secure, and always available. As a trusted intermediary for some of the world’s best-known brands, we safeguard access to vital code and digital assets, ensuring business continuity and the protection of software investments.

Key Accountabilities

• Raise sales invoices and credit notes with high accuracy.
• Set up new contracts in the system, add new customer accounts, create verifications projects so customers can be invoiced without delays.
• Ensure invoices are raised as per the agreed terms and conditions and check VAT treatment is correct on invoices and credit notes before sending them to customers.
• Deal with billing queries received from customers and internal stakeholders as per the agreed SLA to provide good customer service.
• Attend customer meetings to resolve billing queries and/or set up customer portals.
• Review new sales opportunities and ensure they are compliant with company’s expectations, and processes are followed.
• Be a key point of contact for the business to process contract amendments, customer terminations, contact and account amendments, add contract lines for invoicing.
• Ensure billing is completed correctly and in a timely manner as per the agreed monthly deadlines.
• Ensure internal processes are followed.
• Help reduce invoicing errors by building long-term relationships and collaborating with different departments to improve processes.
• Submit invoices and credit notes on customer portals.
• Escalate queries or system issues to the relevant department or line manager.
• Reconcile invoicing records with sales reports to ensure all invoicing has been completed and issues resolved.
• Assist the finance team with month end/year end processes and general accounting tasks as and when required.
• Prepare pro forma invoices and issue consolidated quotes when customers request renewal date alignment.
• Responsible for adhering to all internal policies and procedures in relation to security best practice.
• Contribute to the development and improvement of billing/operations processes.
• Prepare and send out monthly billing reports to ensure all billing and billing activities have been completed.
• Document processes when needed and ensure process guides are kept up to date.
• When required, support the business with internal/external audit requests.

Skills

• Previous experience in invoicing, contracts admin, accounts, or administrative role is preferred.
• Experience with invoicing software and ERP systems is a plus.
• Proficiency in MS Office, especially Excel.
• Strong analytical skills and attention to detail.
• Excellent communication to collaborate with other departments and customers.
• Familiarity with customer contract terms and conditions.
• Ability to work independently and as part of a team.

Competencies

• Effective Communication: Excellent written and verbal communication skills with the ability to liaise with both internal and external customers.
• Organisational Skills: Managing multiple tasks, maintaining accurate records, and meeting deadlines require strong organisational abilities.
• Time Management: Prioritising tasks based on urgency and importance helps in preventing delays in billing and meeting deadlines.
• Customer Service: Providing positive and effective customer service helps in building trust and continuous cooperation.
• Problem-Solving: Taking initiative to identify and resolve issues related to billing is a key part of the role.
• Attention to Detail: Ensuring accuracy in financial records and transactions is essential to avoid errors and discrepancies.
• Adaptability: Being flexible and adaptable to changing circumstances and new technologies is important in a dynamic financial environment.

About your application

We review every application received and will get in touch if your skills and experience match what we’re looking for. If you don’t hear back from us within 10 days, please don’t be too disappointed – we may keep your CV on our database for any future vacancies and we would encourage you to keep an eye on our career opportunities as there may be other suitable roles.

Please note that this role involves mandatory pre-employment background checks due to the nature of the work NCC Group does. To apply, you must be willing and able to undergo the vetting process. This role being advertised will be subject to BS7858 screening as a mandatory requirement.