Job Scope
Position: Sales Operations & Accounts Executive
Department: Finance / Sales Operations
Reports To: Finance Manager / Commercial Manager
1. Accounts Receivable (AR)
- Issue invoices, credit notes, and debit notes accurately and promptly.
- Monitor customer payments and update records in the accounting system.
- Follow up on overdue invoices and coordinate collections with customers.
- Prepare accounts receivable ageing reports.
- Reconcile customer statements and investigate discrepancies.
2. Sales Order Processing
- Prepare and process quotations, sales orders, delivery orders, and invoices.
- Ensure sales transactions are accurately entered into the system.
- Verify pricing, discounts, and customer details before processing orders.
- Ensure all supporting documents are properly recorded.
3. Sales Administration Support
- Provide administrative support to the sales team.
- Assist in preparing sales reports, stock movement reports, and sales summaries.
- Maintain proper documentation of customer orders and sales records.
4. Inventory Control & System Updating
- Update inventory records in the system based on goods received, sales transactions, and stock adjustments.
- Coordinate with warehouse staff to ensure stock quantities are accurately reflected in the system.
- Verify stock availability before confirming customer orders.
- Monitor stock levels and highlight low-stock items to management.
- Update and maintain stock records for all retail outlets, including consignment and outright sales locations where applicable.
- Assist in periodic stock counts and reconciliation of physical stock with system records.
- Investigate and report discrepancies between system records, warehouse stock, and retail stock levels.
5. Consignment Stock Management
- Update and maintain consignment stock records for retail partners.
- Record stock issued, sold, and returned under consignment arrangements.
- Reconcile consignment stock reports received from retailers.
- Prepare consignment stock reports and coordinate with the sales team for replenishment.
- Investigate discrepancies between retailer reports and internal records.
6. Coordination with Warehouse & Logistics
- Coordinate with warehouse staff on order fulfilment and delivery schedules.
- Ensure delivery orders correspond with sales orders and invoices.
- Follow up on order status, stock availability, and shipment updates.
7. Customer Service Support
- Respond to customer enquiries related to orders, deliveries, and invoices.
- Assist customers with billing queries and order confirmations.
- Maintain professional communication with customers.
8. Record Keeping & Documentation
- Maintain organised filing for financial and sales documents.
- Ensure proper documentation for audit and internal control purposes.
- Maintain updated customer information in the system.
9. Reporting
- Assist in preparing monthly sales reports, inventory summaries, receivable ageing, and consignment stock reports.
- Support month-end closing related to sales and receivables.
- Prepare ad-hoc reports as required by management.
10. Compliance & Internal Control
- Ensure compliance with company policies and procedures.
- Maintain confidentiality of financial and company information.
- Support internal and external audit requirements when required.
11. Other Duties
- Provide general administrative support to the finance and sales departments.
- Perform other duties assigned by management from time to time.
