Job Description

Job Summary:

A Back Office Executive (Invoice and Quotation) is responsible for handling administrative and support tasks related to invoicing, quotation preparation, and ensuring smooth day-to-day operations behind the scenes. This role is crucial for maintaining accurate records, managing client requests, and supporting the sales or finance team by providing efficient back-office support. The individual must be detail-oriented, organized, and able to work effectively with other teams to meet deadlines and ensure accurate document management.

Key Responsibilities:

• Invoice Management:
• Create and Process Invoices: Generate and send invoices to clients based on sales agreements, quotations, or contracts. Ensure accurate details such as pricing, payment terms, and taxes are included.
• Track Payments: Monitor payment schedules and follow up with clients for outstanding payments or disputes. Ensure that all invoices are paid on time.
• Issue Credit Notes/Adjustments: Handle adjustments or credit notes when necessary, ensuring they are processed accurately and in a timely manner.
• Record Keeping: Maintain a clear and organized record of all invoices, payments, and outstanding amounts for easy access and auditing.
• Reconcile Accounts: Work with the finance or accounts department to reconcile invoicing records and resolve discrepancies between invoiced amounts and payments.
• Quotation Preparation:
• Generate Quotations: Prepare and send detailed quotations for potential clients based on their inquiries, requirements, and the product or service offerings.
• Customizing Quotes: Tailor quotations to meet the specific needs of each client, including customizing pricing, discounts, terms, and delivery timelines.
• Follow-Up on Quotations: Track and follow up with customers who have received quotations to answer any queries, negotiate terms, and convert quotations into confirmed orders.
• Coordinate with Sales/Marketing Teams: Collaborate with the sales and marketing teams to ensure that quotations align with current pricing, discounts, and promotional offers.
• Data Management and Record-Keeping:
• Maintain Database: Keep an organized database of all client quotations, invoices, and payment history. Ensure that all records are up-to-date and accessible for reporting purposes.
• Document Filing: Ensure proper filing of invoices and quotations in both physical and digital formats for easy retrieval and reference.
• Update Internal Systems: Regularly update CRM (Customer Relationship Management) or other internal systems with the latest information about quotations, invoices, and payment statuses.
• Customer Support and Communication:
• Client Communication: Communicate with clients to clarify any billing-related issues, provide updates on quotations, and handle any disputes or requests for invoice adjustments.
• Problem-Solving: Address any issues related to invoicing discrepancies, late payments, or quotation clarifications in a professional and timely manner.
• Provide Information: Assist clients or sales representatives by providing necessary documentation or reports related to invoices and quotations.
• Coordination with Other Departments:
• Collaboration with Sales Team: Work closely with the sales team to ensure that quotations are aligned with the company's pricing strategy and that all client requirements are met.
• Support Finance Team: Provide necessary invoicing details to the finance or accounting team for processing payments and ensuring that financial records are accurate.
• Reporting:
• Generate Reports: Prepare regular reports on invoicing, outstanding payments, and quotation status for management review.
• Track Quotation-to-Sales Conversion: Track the success rate of quotations being converted into sales and provide insights on improving this metric.
• Compliance and Documentation:
• Adhere to Company Policies: Ensure that all invoicing and quotation activities are in line with company policies, terms of service, and relevant financial regulations.
• Audit Support: Assist in internal and external audits by providing requested documents and ensuring all financial records are in order.

Skills & Qualifications:

• Attention to Detail: High accuracy in managing invoices, quotations, and customer records to avoid errors.
• Communication Skills: Strong written and verbal communication skills to interact effectively with clients and internal teams.
• Organizational Skills: Ability to manage multiple tasks efficiently and meet deadlines.
• Proficiency with Software: Knowledge of office software (Microsoft Excel, Word) and familiarity with CRM and invoicing systems (QuickBooks, SAP, Zoho, etc.).
• Time Management: Ability to prioritize tasks effectively and ensure timely completion of tasks, such as invoice generation and follow-ups.
• Problem-Solving: Capable of identifying issues and resolving discrepancies in invoicing or quotations.

Education & Experience:

• Graduate
• Previous experience in a back-office or administrative role, especially involving invoices, quotations, or customer service, is highly preferred.

Key Attributes:

• Reliability: Consistency in maintaining records and ensuring all invoices and quotations are processed accurately.
• Team Player: Ability to work collaboratively with other teams, especially sales, marketing, and finance.
• Adaptability: Flexibility in managing different tasks and adapting to changes in processes or client requirements.
• Confidentiality: Ability to handle sensitive client and financial information with discretion and in line with company policies.

Job Types: Full-time, Permanent

Pay: ?20,000.00 - ?22,000.00 per month

Benefits:

• Provident Fund

Schedule:

• Day shift
• Morning shift

Supplemental Pay:

• Yearly bonus

Experience:

• total work: 1 year (Preferred)

Work Location: In person