Job Purpose:
To manage order processing, coordinate between departments, handle payment tracking, debit/credit notes, and support account reconciliation.
Key Responsibilities:
A. Order Processing
- Receive enquiries and prepare quotations.
- Generate Sales Orders in ERP.
- Coordinate with Production for scheduling.
- Track order status from approval to dispatch.
- Inform clients about dispatch details.
B. Payment Tracking & Collection Support
- Maintain customer outstanding report.
- Share ageing report with Sales Head.
- Follow up with clients for payment reminders.
- Update payment receipt details in ERP.
- Coordinate with Accounts for receipt confirmation.
C. Debit & Credit Note Handling
- Maintain record of debit and credit notes.
- Coordinate with Accounts for preparation of notes.
- Share debit/credit note copies with client.
- Track adjustment in customer ledger.
- Maintain proper documentation for audit compliance.
D. Account Reconciliation
- Coordinate with Accounts department for monthly customer ledger reconciliation.
- Share statement of accounts with client.
- Resolve mismatch issues (short payment, deduction, tax difference).
- Maintain reconciliation records for audit purpose.
E. Reporting & Documentation
- Prepare Daily / Weekly / Monthly Sales MIS.
- Maintain proper filing of POs, quotations, invoices.
- Maintain CRM data and customer database.
