Deadline: 17/06/26

Company: Dansteel Limited

Salary Range: $10,000 – $12,000

Location: Marabella Branch

Position Type: Full-Time / Permanent

JOB PURPOSE

The Sales & Billing Coordinator plays a vital supervisory role within our hardware operations. This position is directly responsible for overseeing the daily operational performance of all billing clerks, ensuring transaction accuracy, strict system pricing alignment, and rapid fulfillment of requests for quotations (RFQs). Acting as a critical financial and operational anchor, the Coordinator guarantees that customer pricing protocols are strictly maintained, oversees daily financial reconciliations, and structures frontline workflows to deliver elite service levels.

PRIMARY RESPONSIBILITIES

The core operational duties of this role are structured around the 3D Framework: Daily Operations, Due-Date Routine Tasks, and Developmental / Growth Goals.

1. Daily Operations (Execution, Cash Controls & Service Standards)

Immediate, hourly oversight to maintain financial integrity, processing speed, and operational flow.

Daily Cash Sales Balancing:

Oversee and execute the end-of-day balancing and reconciliation of all cash drawer sales, verifying physical takings against point-of-sale system reports to identify and rectify discrepancies immediately.

Bank Depositories Management:

Securely compile, verify, and prepare all daily cash and cheque receipts for bank drops; ensure accurate completion of deposit slips and strictly adhere to branch internal treasury and security controls.

RFQ Service Level Management:

Actively monitor and enforce strict turnaround windows for Requests for Quotations (RFQs). Ensure that in-stock items are quoted and sent within one (1) hour of receipt, and out-of-stock items are processed before the end of the business day.

Billing Accuracy Assurance:

Conduct systematic spot-checks on transactions, sales slips, and invoices processed by billing clerks to ensure that system-configured pricing is strictly applied and items are accurately itemized.

Procurement Liaison & Pricing:

Coordinate closely with the Purchasing Department immediately upon receipt of out-of-stock queries to source product lead times and costs.

Frontline Escalations:

Serve as the primary operational point of contact for frontline billing staff to resolve system errors, complex order overrides, or immediate customer disputes regarding pricing.

2. Due-Date & Routine Tasks (Administration & Controls)

Scheduled weekly and monthly administrative duties ensuring structured resource alignment.

Staff Rostering:

Formulate and post clear, balanced shift rosters in advance, ensuring optimal coverage of the billing counter and quote desks during high-volume periods and Saturday operations.

Time & Attendance Oversight:

Review daily time logs, manage punctuality, process leave requests, and audit employee clock-ins to verify precise records ahead of payroll submission deadlines.

KPI Tracking & Reporting:

Document, analyze, and report team performance metrics regularly, focusing heavily on quote turnaround times, invoice revision rates, and individual billing accuracy.

3. Developmental Responsibilities (Team & Value Growth)

Long-term strategic activities aimed at upgrading personnel capability and reducing operational risk.

Product Knowledge Sessions:

Design and execute regular structured training sessions for all frontline billing staff to systematically enhance their understanding of technical hardware specs, building materials, steel dimensions, and core inventory.

Staff Coaching & Alignment:

Conduct individual performance check-ins with billing clerks to correct recurring operational mistakes, reinforce customer service standards, and guide professional development.

Process Improvement:

Continually identify structural delays between incoming requests, purchasing feedback, and final bill processing, providing actionable solutions to optimize branch workflows.

KEY PERFORMANCE INDICATORS (KPIs)
Financial Reconciliation Accuracy:

Maintain a zero-variance record on daily cash sales balancing; 100% timely submission of bank depositories with strict documentation.

In-Stock Quote SLA:

Maintain a ≥ 95% compliance rate for turning around in-stock quotations within 1 hour.

Out-of-Stock Quote SLA:

Ensure 100% of out-of-stock requests are resolved with purchasing and quoted before the close of business daily.

Billing Error Rate:

Keep post-billing line-item modifications, credits, or invoice corrections due to user error below established branch targets.

Rostering & Attendance:

Zero uncovered register gaps during peak operating hours; timely reconciliation of team timecards.

REQUIREMENTS & QUALIFICATIONS
Experience:

Minimum of 2–3 years of experience in a fast-paced retail or commercial environment, with direct exposure to hardware materials, construction supplies, or industrial steel sales highly advantageous.

Financial & Cash Handling Controls:

Proven experience handling end-of-shift balancing, register reconciliations, cash handling procedures, and preparing commercial bank deposits.

Supervisory Track Record:

Proven capability in managing staff rosters, reviewing time cards, and leading/coaching a small-to-medium team of clerks or cashiers.

Systems Proficiency:

Strong familiarity with Point-of-Sale (POS) software, Enterprise Resource Planning (ERP) billing modules, and inventory tracking systems. Competency in Microsoft Excel is required.

Core Competencies:

Exceptional numerical accuracy, high organizational discipline under strict deadlines, sharp problem-solving capacity, and polished professional communication for cross-departmental coordination.

Many Applications will be received, but only successfully screened applicants will be contacted for an interview.