Background

Staffing Solutions Network is a leading recruitment and HR management firm based in Kenya, committed to connecting businesses with exceptional talent across diverse industries. Established with a mission to bridge the gap between employers and skilled professionals, we bring unparalleled industry expertise, a client-centered approach, and a deep understanding of the Kenyan job market.

Our client, a growing premium beauty, wellness and regenerative care business, is looking for a tech-savvy and highly organised Administration & Invoicing Assistant to support day-to-day administrative, invoicing, dispatch and payment follow-up activities.

The ideal candidate should be comfortable working with digital systems, maintaining accurate records and following up with clients to ensure invoices are settled on time.

Key Responsibilities

• Prepare and issue customer invoices accurately and on time.
• Process and maintain invoices, receipts and related documentation.
• Coordinate and track dispatches and deliveries.
• Follow up with clients on outstanding payments.
• Maintain accurate records of invoices, payments and dispatches.
• Reconcile invoices and payments and report discrepancies.
• Respond to customer enquiries relating to invoices, orders and payments.
• Update administrative and financial records using digital tools.
• Support general office administration and documentation.
• Prepare basic reports on invoicing, collections and outstanding balances.
• Work closely with relevant teams to ensure orders, dispatches and payments are properly coordinated.
• Maintain confidentiality and accuracy when handling financial and customer information.

Qualifications and Requirements

• Diploma or Degree in Business Administration, Accounting, Finance, Commerce or a related field.
• Previous experience in administration, invoicing, accounts receivable, order processing or a similar role.
• Strong computer and digital skills; tech-savvy candidates are highly preferred.
• Experience using invoicing, accounting, POS, ERP or other business management systems is an advantage.
• Good Excel/Google Sheets skills.
• Strong organisation and attention to detail.
• Good communication and customer follow-up skills.
• Ability to manage invoices, dispatches and payment follow-ups systematically.
• Honest, reliable and professional.
• Ability to work independently and meet deadlines.

• Prepare and issue customer invoices accurately and on time.
• Process and maintain invoices, receipts and related documentation.
• Coordinate and track dispatches and deliveries.
• Follow up with clients on outstanding payments.
• Maintain accurate records of invoices, payments and dispatches.
• Reconcile invoices and payments and report discrepancies.
• Respond to customer enquiries relating to invoices, orders and payments.
• Update administrative and financial records using digital tools.
• Support general office administration and documentation.
• Prepare basic reports on invoicing, collections and outstanding balances.
• Work closely with relevant teams to ensure orders, dispatches and payments are properly coordinated.
• Maintain confidentiality and accuracy when handling financial and customer information.

• Strong computer and digital skills
• Good Excel/Google Sheets skills
• Strong organisation and attention to detail
• Good communication and customer follow-up skills
• Ability to manage invoices, dispatches and payment follow-ups systematically
• Ability to work independently and meet deadlines

• Diploma or Degree in Business Administration, Accounting, Finance, Commerce or a related field.
• Previous experience in administration, invoicing, accounts receivable, order processing or a similar role.
• Experience using invoicing, accounting, POS, ERP or other business management systems is an advantage.