We are seeking a detail-oriented, responsible, and organized Inventory & Billing Officer to manage sales invoicing, inventory records, stock monitoring, and related documentation. The ideal candidate will be responsible for ensuring accurate billing, maintaining proper inventory records, monitoring stock availability, and coordinating with the Sales, Accounts, and other relevant departments to support smooth business operations.
Key Roles and Responsibilities
Sales Invoicing and Billing
- Prepare and issue accurate sales invoices in a timely manner, ensuring correct product descriptions, quantities, pricing, discounts, and other relevant details.
- Verify sales orders and ensure invoices are properly recorded in the designated accounting or inventory management system.
- Coordinate with the Sales and Accounts departments to resolve invoicing discrepancies and billing-related issues.
Inventory Planning and Stock Management
- Monitor inventory levels regularly and maintain accurate records of stock received, issued, sold, and remaining.
- Identify stock replenishment requirements and coordinate with the Procurement and relevant departments to ensure the timely availability of medical supplies.
- Monitor fast-moving, slow-moving, and low-stock products to minimize stock shortages and overstocking.
- Keep track of product expiry dates and ensure proper stock rotation using the First-In, First-Out (FIFO) or First-Expiry, First-Out (FEFO) method, as applicable.
Physical Stock Count and Reconciliation
- Conduct quarterly physical stock counts and reconcile actual stock with inventory records maintained in the system.
- Investigate stock discrepancies, identify possible causes, and coordinate with relevant departments for necessary corrective actions.
- Maintain proper documentation of stock adjustments, damaged goods, expired products, and inventory reconciliation reports.
Data Entry and Record Management
- Ensure timely and accurate entry of sales invoices, purchase records, stock receipts, inventory movements, and other relevant transactions into the designated software or system.
- Regularly update inventory and billing records to maintain data accuracy and consistency.
- Ensure proper maintenance of digital and physical records.
Documentation and Filing
- Maintain organized and up-to-date records of sales invoices, purchase invoices, delivery documents, stock transfer records, and inventory reports.
- Ensure the proper filing and retrieval of inventory-related and financial documents whenever required.
- Maintain supporting documentation for stock reconciliation, adjustments, returns, and damaged or expired products.
Coordination and Reporting
- Coordinate with the Sales, Accounts, Procurement, Warehouse, and other relevant departments regarding invoicing, stock availability, product returns, and inventory discrepancies.
- Prepare regular reports on stock status, stock movement, low-stock items, and inventory reconciliation as required by management.
- Provide timely updates to management regarding inventory issues, billing discrepancies, and replenishment requirements.
