Customer Administration Executive

Key Responsibilities 

1.Cash Application

• Accurately process daily customer payments by uploading and reversing receipts in the Accounts Receivable (AR) system for invoice matching.
• Perform reconciliations by verifying receipt postings against bank statements and resolving variances with appropriate support.
• Collaborate closely with internal teams to resolve unapplied or unidentified payments by investigating and matching to the correct customer invoices 
• Perform AR adjustments including mismatch corrections, write offs, write backs, and account reconciliation as required.
• Manage and process customer payment refund upon necessary approval.
• Ensure effective and timely resolution of customer issues relating to cash application.
• Monitor and act on key KPIs including reduction in unapplied receipts, responsiveness, resolution time, and customer satisfaction metrics. 
• Generate, track, and analyze daily cash application reports and month end reports for internal tracking and reconciliation purposes.

2. Customer Master Data

• Create, maintain, and validate customer master record in ERP system, ensuring data accuracy, consistency, and alignment with business rules.
• Validate and verify supporting documents for customer creation, updates, and changes, ensuring they meet audit and policy standards.
• Ensure compliance with internal controls, data governance, and audit requirements for all master data changes.
• Periodically review and cleanse customer master data to maintain system integrity and reporting accuracy.

3. Contract Setup and Maintenance

• Review and validate the customer contract terms against the approved commercial offers and supporting documents.
• Enter contract details into system based on approved sales order and signed contract.
• Maintain and update contract amendments, extension, cancellations, or terminations in a timely manner.
• Raise invoice request and/or credit note requests in accordance with contract changes.
• Preparation termination letter upon request.
• Create and manage project codes in system.
• Monitor auto-invoicing tasks and ensure sub-system generated invoices are interfaced into Account Receivable system. 

4. Billing

• Ensure accurate and timely issuance of customer invoices and credit notes.
• Collect and upload all EP-BB and manual meter readings into system within the required timeline.
• Identify and resolve any billing issue, deviations, or errors promptly and proactively.
• Respond to billing-related inquiries and disputes, providing clear and timely resolutions.
• Support the integrity of billing data to ensure compliance with audit and reporting requirements.

5. Others

• Collaborate closely with cross-functional teams to clarify requirements and resolve discrepancies. 
• Monitor and resolve outstanding items reflected in balance sheet reconciliations.
• Generate and prepare timely operational reports.
• Support month-end closing.
• Identify process efficiencies and participate in continuous improvement initiatives to streamline workflows and improve accuracy and turnaround time. 
• Support internal and external audits by preparing and providing required documentation.

Required Qualifications & Experience:

• Minimum one (1) to two (2) years of relevant working experience in order management, contract administration, account receivables, finance, credit collections or billing.
• Proficient in Excel and ERP systems (e.g., Oracle)
• Strong attention to detail and good analytical skills.
• Strong communication with internal and external stakeholders. Well converse in English, Bahasa Malaysia in both written and verbal.
• Able to work independently.
• Ability to multitask and perform well in a fast-paced environment.
• Proactive and solution driven.
• Good documentation and reporting skills.
• Team player with positive and proactive attitude.