Billing Administrator: IS Operations

The Billing Officer supports the accurate and timely execution of billing, invoicing, reconciliation and reporting activities within Investor Services. The role is responsible for maintaining reliable billing records, investigating discrepancies, supporting financial and operational controls, and ensuring that queries are resolved within agreed timelines. The incumbent works closely with internal stakeholders to support client billing, third-party payments, audit readiness and continuous process improvement.

Preferred Experience

Experience in billing, invoicing, reconciliations or financial operations, preferably within Investor Services, Custody, Banking or Financial Services. Experience in a controlled operational environment and in resolving financial discrepancies will be advantageous

Knowledge and Skills

Billing and invoicing principles; account and general ledger reconciliations; operational reporting; financial controls; audit documentation; Microsoft Excel; data analysis; query resolution; stakeholder communication; and service-level management.

Competency

Attention to detail and commitment to accuracy

Analytical thinking and problem solving

Risk and control awareness

Customer focus and stakeholder engagement

Adaptability and resilience

Financial and accounting reconciliations

General ledger understanding

Microsoft Excel and data analysis

Operational reporting and record management

Exception investigation and query resolution

Education

Further Education and Training Certificate (FETC): Business, Commerce and Management Studies (Required)

Accountability:

1. Billing and Invoicing

Process client billing and invoices accurately and within agreed timelines.

Validate billing information against approved fee arrangements and supporting records.

Support the collection of fees and the accurate, timely payment of approved third-party charges.

Investigate billing discrepancies, exceptions and rejected items, and escalate unresolved matters appropriately.

Support new client billing setups and amendments to existing billing arrangements.

2. Reconciliations and Reporting

Perform billing, account and general ledger reconciliations applicable to the role.

Support reconciliations and reports relating to Dividends Withholding Tax, Interest Withholding Tax and Securities Transfer Tax.

Prepare billing-related operational and management information, including NBI and exception reporting where applicable.

Maintain supporting schedules and clear evidence for complete reconciliation.

Identify aged or recurring reconciling items and support their resolution.

3. Risk, Controls and Audit Support

Perform billing activities in line with approved procedures, internal controls and governance requirements.

Maintain complete and orderly billing records for audit and compliance purposes.

Retrieve supporting documentation and audit samples when requested.

Assist with billing and reconciliation walkthroughs and resolution of audit queries.

Escalate material errors, control breakdowns and operational risks promptly.

4. Process, Systems and Continuous Improvement

Maintain and update billing procedures, process flows and operational checklists.

Participate in user acceptance testing and validation of billing-related system or process changes.

Log and follow up technology support incidents affecting billing activities.

Identify opportunities to improve accuracy, turnaround times and control effectiveness.

Support implementation of approved process improvements and automation initiatives.

5. Query and Stakeholder Management

Monitor relevant shared mailboxes and work queues and ensure items are actioned timeously.

Receive, investigate and resolve billing-related queries from internal and external stakeholders.

Provide clear feedback on outstanding items, dependencies and expected resolution actions.

Build effective working relationships across Investor Services, Finance, Operations, Technology and client-facing teams.

Maintain professional service standards during periods of high volume and month-end pressure.

Preferred Qualification

Diploma or Certificate (NQF Level 6) in Finance, Accounting, Financial Management, Business Administration, Banking or a related field.