Billing Executive

We are looking for a smart, accurate, and responsible Billing Executive for our bookstore. The candidate will be responsible for billing operations, invoice preparation, customer handling, purchase entries, record maintenance, and supporting daily accounts and store operations.

• Key Responsibilities:Billing & Sales OperationsPrepare invoices, cash memos, money receipts, quotations, proforma invoices, and credit notes.
• Generate bills accurately as per customer requirements and approved price lists.
• Apply discounts correctly as per company policy, school rates, trade terms, or management instructions.
• Verify book titles, quantities, editions, prices, and publishers while preparing bills.
• Count books physically before final billing and handover.
• Ensure billed quantities match books packed and delivered.
• Assist in packing books properly and handing over goods to customers.
• Handle counter sales professionally and courteously.
• Resolve billing-related customer queries and corrections promptly.
• Stock & Purchase EntryMake purchase entries for incoming books and stationery items.
• Record supplier invoices, inward stock, returns, and adjustments.
• Coordinate with store staff for stock verification during billing.
• Report shortages, mismatches, damaged books, or pricing issues.
• Accounts & DocumentationMaintain day-to-day billing records and sales registers.
• Prepare daily sales summaries, cash collection reports, outstanding reports, and billing statements.
• Maintain filing of invoices, receipts, purchase bills, debit/credit notes, and related documents.
• Support basic accounting entries and reconciliation work.
• Assist management in preparing reports as required.
• Communication & Office SupportDraft and send professional emails to customers, schools, publishers, and suppliers.
• Maintain customer data and billing records in Excel or software systems.
• Coordinate with sales, accounts, dispatch, and management teams.
• Handle phone or counter inquiries regarding billing, payments, stock, and dispatch.
• Software & Technical WorkOperate billing software efficiently.
• Use Busy Accounting Software (preferred).
• Use Microsoft Excel, Word, Email, and basic office tools.
• Maintain digital records with proper accuracy and backup.
• Required Skills:Good knowledge of billing process and invoice preparation.
• Basic accounting knowledge.
• Accuracy in counting, pricing, and data entry.
• Customer handling and communication skills.
• Knowledge of GST/basic tax billing preferred.
• Working knowledge of Microsoft Excel and email.
• Knowledge of Busy Software is a strong advantage.
• Honest, disciplined, and detail-oriented.
• Preferred Experience:Experience in bookstore, retail billing, stationery trade, publishing house, or accounts support preferred.

Job Role Summary:The Billing Executive will manage invoicing, cash memos, receipts, discounts, purchase entries, customer billing, reporting, and day-to-day billing/accounts coordination to ensure smooth bookstore operations.