Customer Administration Executive

RESPONSIBILITIES & TASKS:

1.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.

   

   

 2.Order Processing

• Validate sales simulation, sales orders, contracts, and related documentation (e.g., quotations, approvals) to ensure completeness, accuracy and compliance with company policies and procedure.

• Monitor and manage full lifecycle of sales orders, from order receipt to closure in the system.

• Verify the physical/softcopy documents such as contract, delivery orders (DO), Return Material Authorization (RMA) and others related documentation are completed and properly signed and stamped by customer. 

• Monitor and update system statuses for sales orders, coordinating with internal stakeholders (e.g., Sales, Logistics, Finance) to ensure seamless execution.

• Track and follow up on outstanding order documentation or issues to ensure timely closure.

   

   

 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.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 documentations.

QUALIFICATIONS & REQUIREMENTS:

• Diploma or Bachelor’s Degree in Accounting, Finance, Supply chain, or equivalent.

• Minimum one (1) to two (2) years of relevant working experience in order management, contract administration, account receivables, finance, credit collections or billing.

• Exposure to a shared services experience or multinational environments is an advantage.

• Fresh graduates are also encouraged to apply.

• Understanding of the AR process and basic financial/accounting principles.

• Proficient in Excel and ERP systems (e.g., Oracle)

• Ability to converse in mandarin (verbally and writing)  is an advantage.