Documentation & Invoicing Executive

Our client is a Global Company that innovates optimizes and drives the supply chains and marketing promotions of many of the best known brands in the world. They are now seeking a Documentation & Invoicing Executive to join their team.

Documentation & Invoicing Executive

Responsibilities

• Priced all shipment correctly and invoice is retriggered to SAP/ JDE for invoicing hence billing the customer timely for all purchase/ sales orders received in the system
• When there is any additional operation cost incurred it is validated with order management with remark updated in the system to support cost tracking and hence payment.
• Ensure replenished orders is costed correctly in Cw1
• Ensure the team invoice customers on delivery orders from the hub.
• Ensure the team reconcile invoices against picked orders for the day.
• Monitor and capture invoicing errors thereafter evaluate and determine impact to customers and hence share with Customer Service to advise customers on alternatives/ solutions.
• Organize and ensure timely filing of invoicing related documentation in accordance to audit requirement.
• Ensure all bookings has their VGM/ Shipping Instruction submitted timely to the carriers so that shipment can be plan and loaded as per booked schedule.
• Ensure all Shipping Instruction is validated and that it tallies with customers requirement.
• Prepare all shipment documents and follow up with suppliers for the relevant shipping documents thereby tallies and are accurate thereby meet the customers requirement.
• Attached all documents to the PO in the system such as CW1 so that customer can retrieve from the system.
• Monitor and capture documentation deviations thereafter evaluate and determine impact to customers and hence share with Customer Service to advise customers on alternatives/ solutions.
• Organize and ensure timely filing of documentation in accordance to audit requirement.
• Communicate politely with suppliers and service providers by email letter face to face and telephone.
• Maintain accurate and timely records of correspondences or discussions with customers.
• Liaise and coordinate with internal resources to offer constructive solutions to satisfy/ support the customers requirement.
• Communicate closely with internal stakeholders such as Customer Service Key Account Managers and other key stakeholders to manage their expectation in alignment to our service agreement with the customers.
• Develop and maintain effective working relationship across functions to meet and / or exceed customers requirements
• Provide feedback on internal improvements.

Requirements

• Minimum Diploma in Business Administration or other discipline.
• Strong interpersonal skills to enable effective cross functional teamwork.
• Good spoken and written communication skills.
• Self-starter and fast learner who can work independently.
• Quick to act adapt to changes quickly.
• Ability to plan and prioritize work.
• Ability to work well under pressure.
• Customer oriented and result focus.
• Excel/ words savvy.
• Experience in order processing preferably in a supply chain function.
• Will be an advantage if has experience in using CW1 system.