Job Description
Somtrade Mombasa CFS is seeking a dedicated, organized, and highly accurate Billing Clerk to strengthen our finance and commercial operations team at our Container Freight Station in Mombasa. This position offers an excellent opportunity for an individual who enjoys working with financial records, maintaining precise documentation, and supporting efficient cargo processing through timely billing activities. As a key member of the finance function, you will help ensure that invoices, customer charges, service records, and payment documentation are processed accurately while maintaining the highest standards of professionalism and compliance.
The successful candidate will play an essential role in coordinating billing transactions for cargo handling, storage, transportation support, and other logistics-related services provided by the organization. Working closely with operations personnel, customer service representatives, clearing agents, and the finance department, the Billing Clerk will verify service information, prepare invoices, reconcile billing records, and assist in resolving invoice-related queries promptly. Accuracy and attention to detail are critical because every transaction contributes directly to customer satisfaction and efficient revenue management.
This role requires someone who can comfortably manage multiple assignments within strict timelines while maintaining confidentiality of financial information. The ideal candidate enjoys working with figures, understands the importance of documentation, and demonstrates excellent organizational skills in a busy logistics environment. You will regularly review supporting documents, validate service charges, maintain electronic billing records, update customer accounts, and ensure that all invoices comply with company procedures and contractual agreements.
Somtrade Mombasa CFS values integrity, accountability, teamwork, and continuous improvement. We are committed to providing a supportive workplace where employees are encouraged to develop professionally while contributing innovative ideas that enhance operational efficiency. The Billing Clerk will have the opportunity to collaborate with experienced professionals, improve financial reporting processes, and support initiatives that strengthen customer experience across our freight handling operations.
The position is well suited for an individual with a positive attitude, strong communication skills, and the ability to work independently with minimal supervision. Candidates who possess experience within logistics, shipping, warehousing, or container freight operations will have an added advantage, although motivated professionals with relevant billing experience from other industries are also encouraged to apply.
If you are passionate about maintaining financial accuracy, delivering excellent administrative support, and building a rewarding career within Kenya's growing logistics sector, Somtrade Mombasa CFS invites you to submit your application. Join a professional organization where your commitment to precision, reliability, and outstanding service will make a meaningful contribution to the continued success of our operations and the satisfaction of our valued customers.
Key Responsibilities
- Prepare accurate invoices for storage, handling, transportation, and related Container Freight Station services.
- Verify customer billing information before invoices are generated.
- Review operational documentation to confirm that all billable services have been captured correctly.
- Maintain complete billing records in both electronic and physical filing systems.
- Update customer account information with accuracy and confidentiality.
- Coordinate with operations staff to resolve billing discrepancies promptly.
- Ensure invoices are issued within established service timelines.
- Reconcile billing transactions against operational reports and supporting documents.
- Monitor outstanding invoices and provide status updates to the finance department.
- Respond professionally to customer inquiries relating to invoices and payment records.
- Assist with correcting billing adjustments whenever authorized.
- Prepare daily, weekly, and monthly billing summaries for management review.
- Verify applicable service rates according to approved company tariffs and customer agreements.
- Maintain confidentiality when handling financial records and customer information.
- Support month-end closing activities by organizing billing documentation.
- Ensure compliance with internal financial procedures and company policies.
- Assist auditors by providing organized billing records during internal and external audits.
- Collaborate with the accounts department to reconcile customer payments.
- Generate billing reports using available accounting or ERP systems.
- Identify missing documentation before invoice processing.
- Maintain organized archives of invoices for future reference.
- Escalate unusual billing issues to the appropriate supervisor.
- Monitor billing workflow to minimize processing delays.
- Support continuous improvement initiatives within the finance department.
- Cross-check cargo movement records with billing documentation.
- Assist in maintaining accurate customer master data.
- Verify tax calculations where applicable.
- Participate in departmental meetings and process improvement discussions.
- Communicate professionally with clients, clearing agents, transporters, and internal departments.
- Ensure all billing activities comply with company regulations and applicable financial requirements.
- Prioritize assignments efficiently during periods of high operational activity.
- Maintain high levels of accuracy while processing large transaction volumes.
- Perform administrative duties related to financial documentation as assigned.
- Report billing irregularities immediately to management.
- Support digital record management initiatives.
- Contribute to maintaining excellent customer service standards through accurate financial processing.
- Assist with implementing updated billing procedures whenever required.
- Promote teamwork by cooperating effectively with colleagues across departments.
- Maintain professionalism, integrity, and accountability throughout all assigned responsibilities.
Qualifications & Requirements
- The ideal candidate should possess a High School Diploma or its equivalent qualification, while additional academic training in Accounting, Finance, Business Administration, Commerce, or a related discipline will be considered an added advantage. Applicants should have between one and two years of practical experience in billing, invoicing, finance support, accounts receivable, or administrative operations. Previous exposure within a Container Freight Station, logistics company, shipping organization, transport business, warehouse, or supply chain environment will be beneficial but is not mandatory.
- Candidates must demonstrate proficiency in Microsoft Office applications, particularly Microsoft Excel and Microsoft Word, with the ability to prepare accurate financial records, organize spreadsheets, and maintain professional documentation. Familiarity with accounting software, billing applications, or Enterprise Resource Planning (ERP) systems will be advantageous. Strong numerical aptitude, exceptional attention to detail, excellent organizational ability, and a commitment to maintaining accuracy under pressure are essential for success in this role.
- The successful applicant should possess strong communication and interpersonal skills, maintain confidentiality when handle financial information, demonstrate excellent time management, solve routine billing challenges efficiently, and work effectively both independently and within a collaborative team environment. A proactive attitude, integrity, reliability, customer
- focused thinking, adaptability, and willingness to learn new systems and procedures are highly valued qualities.
How to Apply
Interested candidates should submit their updated CV together with a concise cover letter highlighting their relevant qualifications and experience through the company's official recruitment channel or designated application portal before the stated application deadline. Only shortlisted candidates will be contacted for the next stage of the recruitment process.