Customer Administration Executive

Open 44d

Key Responsibilities

1.Cash Application

Accurately process daily customer payments by uploading and reversing receipts in the Accounts Receivable (AR) system for invoice matching.
Perform reconciliations by verifying receipt postings against bank statements and resolving variances with appropriate support.
Collaborate closely with internal teams to resolve unapplied or unidentified payments by investigating and matching to the correct customer invoices
Perform AR adjustments including mismatch corrections, write offs, write backs, and account reconciliation as required.
Manage and process customer payment refund upon necessary approval.
Ensure effective and timely resolution of customer issues relating to cash application.
Monitor and act on key KPIs including reduction in unapplied receipts, responsiveness, resolution time, and customer satisfaction metrics.
Generate, track, and analyze daily cash application reports and month end reports for internal tracking and reconciliation purposes.

2. Customer Master Data

Create, maintain, and validate customer master record in ERP system, ensuring data accuracy, consistency, and alignment with business rules.
Validate and verify supporting documents for customer creation, updates, and changes, ensuring they meet audit and policy standards.
Ensure compliance with internal controls, data governance, and audit requirements for all master data changes.
Periodically review and cleanse customer master data to maintain system integrity and reporting accuracy.

3. 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.

4. 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.

5. 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 documentation.

Required Qualifications & Experience:

Minimum one (1) to two (2) years of relevant working experience in order management, contract administration, account receivables, finance, credit collections or billing.
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.