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Finance, Billing & Collections Officer

My Cleaner
Dubai, UAE
Full Time
Mid
Onsite
AED 1,800/month
1 weeks ago
Microsoft ExcelGoogle SheetsQuickBooksZoho BooksXeroAccounts Receivable
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Job Summary

  • We are looking for an organized and detail oriented Finance, Billing & Collections Officer to manage customer invoicing, payment collection, supplier invoices, job costing, and financial reporting.
  • The successful candidate will ensure that all completed jobs are properly documented, invoiced, collected, and recorded.
  • This is a hands on role suitable for someone who is comfortable following up on outstanding payments, reviewing job sheets, checking costs, and preparing clear financial updates.

Key Responsibilities Customer Invoicing

  • Prepare and issue customer invoices based on quotations, contracts, job sheets, and completed services.
  • Verify customer details, service descriptions, prices, discounts, VAT, and payment terms.
  • Send invoices, updated invoices, receipts, and statements of account to customers.
  • Ensure that every completed job is invoiced accurately and without delay.
  • Identify completed jobs that have not yet been invoiced.

Payment Collection and Follow Up

  • Contact customers professionally by telephone, email, or WhatsApp to follow up on outstanding payments.
  • Maintain an updated record of paid, partially paid, unpaid, and overdue invoices.
  • Follow up regularly until payment is received.
  • Record and allocate customer payments against the correct invoices.
  • Provide payment receipts and updated account statements when required.
  • Escalate disputed invoices and long overdue payments to management.

Job Sheet Control

  • Follow up with supervisors and technicians to collect completed and signed job sheets.
  • Compare job sheets with approved quotations and customer instructions.
  • Confirm that additional work, materials, spare parts, transportation, and approved variations are included in the final invoice.
  • Report missing job sheets, incomplete information, or unauthorized work.
  • Ensure that jobs are not financially closed without the required supporting documents.

Job Costing and Profitability

  • Track the revenue and direct costs of cleaning, maintenance, AC, handyman, and facility management jobs.
  • Record labour hours, materials, spare parts, supplier costs, subcontractor expenses, and other job related costs.
  • Calculate the gross profit and profit margin for each job.
  • Identify jobs with low profitability, excessive material usage, pricing errors, or cost overruns.
  • Prepare profitability reports by customer, service category, project, and team.
  • Support management in improving pricing and cost control.

Supplier Invoice Management

  • Receive, review, and record supplier invoices.
  • Match supplier invoices with quotations, purchase approvals, delivery notes, and relevant customer jobs.
  • Allocate supplier costs to the correct job or company expense category.
  • Track supplier payment due dates.
  • Identify duplicate invoices, incorrect amounts, or unauthorized purchases.
  • Prepare supplier payment schedules for management approval.
  • Maintain organized digital and physical supplier records.

Financial Reporting

  • Provide regular updates to management regarding total invoices issued, payments collected, outstanding balances, overdue invoices, supplier amounts payable, expected incoming payments, upcoming financial commitments, and job profitability.
  • Maintain accurate customer and supplier account records.
  • Support bank reconciliation, bookkeeping, VAT reporting, and document preparation.
  • Coordinate with the company’s external accountant or auditor when required.

Requirements

  • Bachelor’s degree or diploma in Accounting, Finance, Business Administration, or a related field.
  • Previous experience in accounting, invoicing, accounts receivable, collections, or bookkeeping.
  • Good understanding of customer and supplier account management.
  • Experience preparing invoices, statements of account, payment reports, and profitability reports.
  • Strong Microsoft Excel or Google Sheets skills.
  • Good numerical accuracy and attention to detail.
  • Strong organizational and document control skills.
  • Professional communication skills in English.
  • Comfortable contacting customers regarding overdue payments.
  • Ability to coordinate with operational teams and follow up firmly on missing documents.
  • Ability to handle confidential financial and customer information responsibly.
  • Experience in a cleaning, maintenance, construction, facility management, or service company is an advantage.

Candidate Profile

  • Highly organized and detail oriented.
  • Firm but professional when following up on payments.
  • Proactive in identifying missing invoices, job sheets, and supporting documents.
  • Comfortable working in a fast paced service business.
  • Able to work independently and meet deadlines.
  • Honest, reliable, and responsible with financial information.
  • Focused on accuracy, collection performance, and profitability.

Key Performance Indicators

  • Percentage of completed jobs invoiced on time.
  • Accuracy of invoices.
  • Reduction in overdue customer balances.
  • Payment collection performance.
  • Accuracy of customer and supplier records.
  • Timely collection of completed job sheets.
  • Accuracy of job profitability reports.
  • Timely preparation of financial updates.
  • Identification of missing charges, unbilled work, and cost overruns.

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