Administrative Officer

Job Description & Requirements

The incumbent is responsible to perform the assigned department's billing activities for the inspection and testing works done for the clients. In addition, the incumbent is required to facilitate collection for Cash-On-Delivery payments and perform administrative works.

Job Description

• Perform invoicing activities, which include but not limited to
• Verify the correct clients and project name on the test request form
• Check signed back quotation/works orders/purchase orders
• Generate invoices
• Carry out documentation (e.g., scan the invoices, test reports, etc)
• Issue credit and debit notes if required
• Send invoices with reports for credit clients
• Follow up on payments from COD clients as per organisational guidelines:
• Monitor and update on status of COD clients to management
• Inform client test report is ready
• Release test report upon received of COD payments
• Perform office administrative works, which include but not limited to:
• Collate the month sales figures (billed & unbilled) for finance to prepare monthly revenue analysis report.
• Prepare purchase orders for suppliers and vendors as per finance SOP.
• Attend to customer requests and query
• Scheduling and coordination of samples collection where required
• Carry out datasheet entry where required
• Assist and propose continual improvements on documentation process to improve productivity
  
  

Job Requirements

• Computer literacy (e.g. Microsoft office software, Google suite applications)
• Experience in using of billing software is a plus.
• Knowledge on organisational procurement and billing processes
• Able to monitor status of cash payment terms and receipts
• Work as a team and communicate with people in a positive manner
• Good communication skills and able to liaise well with internal and external parties