Job Overview

Billing Specialist Job Vacancy at Buildmart Limited

Job Title: Billing Specialist

Company: Buildmart Limited

Join the Guardians of Quality and Integrity at Buildmart Limited!

Location: Arusha, Tanzania Department: Accounts

We are thrilled to welcome a dedicated and meticulous professional to the Buildmart Limited Accounts Department. As a leading importer and distributor in the dynamic HORECA and FMCG sectors in Tanzania, our commitment to integrity, efficiency, and financial control is paramount. The Billing Specialist plays a critical role in ensuring the smooth flow of our financial operations by guaranteeing the accuracy and compliance of all customer invoicing, directly contributing to the peace of mind and *transparency *we promise our clients.

This position is not just about processing invoices; it’s about being the guardian of our revenue stream, ensuring accuracy, and maintaining the professional relationships we have built with our valued customers. We are looking for someone who is precise, proactive, and passionate about financial excellence

Core Responsibilities and Key Contributions

The Billing Specialist will be responsible for the accurate and timely management of the company’s customer invoicing and tax compliance processes. Your daily efforts will ensure the financial health and operational efficiency of Buildmart Limited.

Customer Invoicing and Revenue Management

• Precise Customer Billing: Take ownership of the end-to-end customer billing process within our primary accounting system (HQ). This includes accurately generating and finalizing all customer invoices based on sales orders and delivery confirmations, ensuring every transaction is properly documented and processed.
• Credit Note Processing: Efficiently and accurately process and issue credit notes for approved returns, adjustments, or discrepancies, ensuring proper documentation and authorization are in place for every transaction. This maintains the integrity of our billing records and customer relationships.
• Customer Communication: Serve as a key point of contact for billing-related queries. Promptly and professionally send final invoices and related documentation to clients, reinforcing Buildmart’s commitment to excellent customer service and transparency

Tax Compliance and Regulatory Adherence

• Daily Tax Compliance Reconciliation: Perform daily reconciliation of all generated sales invoices with the Tanzania Revenue Authority (TRA) reporting mechanism (Electronic Fiscal Device – EFD system). This critical task ensures 100% compliance with Tanzanian tax regulations and maintains Buildmart’s reputation for legitimacy and integrity
• Regulatory Documentation: Maintain accurate records of all tax-related billing documentation, ensuring all invoices meet TRA requirements and are properly filed for audit purposes.

Billing Data Management and System Maintenance

• Maintaining Billing Records: Proactively maintain up-to-date and accurate records of all billing transactions, utilizing both the primary accounting system and supplementary tracking tools (such as the Google Sheet database) to ensure comprehensive data integrity.
• System Data Entry: Accurately input customer billing information into Quickbooks and other designated systems, ensuring all billing data is current, complete, and properly categorized for financial reporting purposes
• Billing Data Integrity and Reporting Support: Maintain the integrity of the customer billing database. Assist the Accounts team with month-end closing procedures and provide accurate billing data for financial reporting and analysis.

What Makes You a Great Fit

We are looking for a specialist who is:

• Meticulous: Possesses an exceptional eye for detail and a commitment to 100% accuracy in all billing processes.
• Proactive: Takes initiative to resolve billing discrepancies and improve processes for enhanced efficiency
• Ethical: Upholds the highest standards of integrity and confidentiality in all financial dealings
• Team-Oriented: Works collaboratively with the sales, logistics, and management teams to ensure a seamless order-to-invoice cycle
• Tech-Savvy: Comfortable working with accounting software (QuickBooks & Odoo), Google Sheets, and TRA compliance systems.

Preferred Experience :

• Experience in Accounts Billing or a Related Field: Prior experience is a significant requirement
• Preferred with 3 years and above of experience in accounts Billing or a related financial field.

• Precise Customer Billing: Take ownership of the end-to-end customer billing process within our primary accounting system (HQ). This includes accurately generating and finalizing all customer invoices based on sales orders and delivery confirmations, ensuring every transaction is properly documented and processed.
• Credit Note Processing: Efficiently and accurately process and issue credit notes for approved returns, adjustments, or discrepancies, ensuring proper documentation and authorization are in place for every transaction. This maintains the integrity of our billing records and customer relationships.
• Customer Communication: Serve as a key point of contact for billing-related queries. Promptly and professionally send final invoices and related documentation to clients, reinforcing Buildmart’s commitment to excellent customer service and transparency
• Daily Tax Compliance Reconciliation: Perform daily reconciliation of all generated sales invoices with the Tanzania Revenue Authority (TRA) reporting mechanism (Electronic Fiscal Device – EFD system). This critical task ensures 100% compliance with Tanzanian tax regulations and maintains Buildmart’s reputation for legitimacy and integrity
• Regulatory Documentation: Maintain accurate records of all tax-related billing documentation, ensuring all invoices meet TRA requirements and are properly filed for audit purposes.
• Maintaining Billing Records: Proactively maintain up-to-date and accurate records of all billing transactions, utilizing both the primary accounting system and supplementary tracking tools (such as the Google Sheet database) to ensure comprehensive data integrity.
• System Data Entry: Accurately input customer billing information into Quickbooks and other designated systems, ensuring all billing data is current, complete, and properly categorized for financial reporting purposes
• Billing Data Integrity and Reporting Support: Maintain the integrity of the customer billing database. Assist the Accounts team with month-end closing procedures and provide accurate billing data for financial reporting and analysis.

• Meticulous eye for detail
• Proactive problem-solving
• Ethical conduct and confidentiality
• Teamwork and collaboration
• Proficiency in accounting software (QuickBooks, Odoo)
• Proficiency in Google Sheets
• Familiarity with TRA compliance systems

• Experience in Accounts Billing or a Related Field