Customer Administration Executive

RESPONSIBILITIES & TASKS:

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 Authorisation (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.

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. 

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.

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.

SKILLS & QUALIFICATION

• Minimum one (1) to two (2) years of relevant working experience in order management, contract administration, account receivables, finance, credit collections or billing.
• Bachelor’s Degree in Accounting, Finance, Supply chain, or equivalent.
• 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)
• 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.