JOB DESCRIPTION

Billing Clerk / Marketing Clerk

Department

Sales and Marketing

Reports To

Store Manager / Sales Supervisor

Job Summary

The Billing Clerk / Marketing Clerk is responsible for receiving and processing customer orders from wholesale and retail customers through walk-in visits, telephone calls, WhatsApp messages, and other communication channels. The incumbent prepares accurate invoices, promotes products and services, maintains customer relationships, generates new business opportunities, and ensures seamless coordination between customers, cashiers, supervisors, and delivery personnel. The position serves as a critical link between sales, billing, customer service, and marketing functions.

Knowledge, Skills and Abilities

• Excellent customer service and communication skills.

• Strong telephone and interpersonal skills.

• Ability to build and maintain customer relationships.

• Strong sales and marketing aptitude.

• High level of accuracy and attention to detail.

• Good numerical and billing skills.

• Ability to multitask in a fast-paced environment.

• Proficiency in POS systems and basic computer applications.

• Ability to work independently and as part of a team.

Primary Objective

To maximize sales and customer satisfaction by accurately processing customer orders, maintaining strong customer relationships, promoting products and services, generating new business opportunities, and ensuring efficient coordination between customers, billing, cashiering, packing, and delivery operations.

Qualifications and Experience

• Strong Secondary Education

• Certificate or Diploma in Business Administration, Marketing, Sales, Accounting, or a related field would be an asset.

• At least one (1) year of experience in sales, customer service, billing, retail, wholesale distribution, or a related environment.

• Experience using POS systems and Microsoft Office applications would be advantageous.

Key Duties and Responsibilities

Customer Order Management

• Receive and process wholesale and retail customer orders in person, via telephone, WhatsApp, email, and other communication platforms.

• Review customer requirements, product specifications, quantities, and pricing prior to billing.

• Confirm order details with customers to ensure accuracy before preparing invoices.

• Enter customer orders accurately into the Point of Sale (POS) system.

• Maintain detailed records of customer orders and transactions.

Billing and Sales Processing

• Prepare accurate invoices, quotations, receipts, and related sales documents.

• Verify product codes, quantities, prices, discounts, and customer details before finalizing invoices.

• Forward completed invoices to the Cashier for payment processing.

• Coordinate with Supervisors responsible for packing, dispatch, and delivery after payment confirmation.

• Ensure all billing records are properly maintained and filed.

Customer Service and Relationship Management

• Provide professional and courteous service to customers at all times.

• Respond promptly to customer inquiries regarding products, pricing, availability, deliveries, and promotions.

• Follow up with customers regarding pending orders and outstanding quotations.

• Resolve customer concerns and escalate issues when necessary.

Marketing and Sales Development

• Contact existing customers who have not made purchases within their normal purchasing cycle and encourage repeat business.

• Conduct cold calls to prospective customers, businesses, contractors, supermarkets, restaurants, and other potential clients to generate new sales opportunities.

• Build and maintain strong customer relationships to increase customer retention and sales growth.

• Promote new products, special promotions, and slow-moving inventory to customers.

• Inform customers of available alternatives and value-added products.

• Assist in achieving sales and customer acquisition targets established by management.

Communication and Coordination

• Liaise with Cashiers, Supervisors, Warehouse Personnel, Bond Clerks, Delivery Clerks, and Drivers to ensure efficient order fulfillment.

• Communicate customer delivery requirements and special instructions accurately.

• Provide customers with updates regarding order status and delivery schedules.

Record Keeping and Reporting

• Maintain accurate customer databases and contact information.

• Track customer purchasing patterns and identify opportunities for additional sales.

• Prepare daily, weekly, and monthly sales activity reports as required.

• Maintain records of customer follow-up activities and marketing efforts.

General Responsibilities

• Maintain confidentiality of customer and company information.

• Ensure compliance with company policies, procedures, and customer service standards.

• Assist with inventory monitoring and report stock shortages or customer demand trends.

• Perform other related duties assigned by management.