Customer Administration Executive

1 day ago

Klang, Selangor, Malaysia FUJIFILM Business Innovation Full time 40,000 - 80,000 per year
Description

RESPONSIBILITIES & TASKS:

Order Processing

  • Validate sales simulation, sales orders, contracts, and related documentation (e.g., quotations, approvals) to ensure completeness, accuracy and compliance with company policies and procedure.
  • Monitor and manage full lifecycle of sales orders, from order receipt to closure in the system.
  • Verify the physical/softcopy documents such as contract, delivery orders (DO), Return Material Authorisation (RMA) and others related documentation are completed and properly signed and stamped by customer. 
  • Monitor and update system statuses for sales orders, coordinating with internal stakeholders (e.g., Sales, Logistics, Finance) to ensure seamless execution.
  • Track and follow up on outstanding order documentation or issues to ensure timely closure.

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. 

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.

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 documentations.

SKILLS & QUALIFICATION

  • Minimum one (1) to two (2) years of relevant working experience in order management, contract administration, account receivables, finance, credit collections or billing.
  • Bachelor's Degree in Accounting, Finance, Supply chain, or equivalent.
  • Exposure to a shared services experience or multinational environments is an advantage.
  • Fresh graduates are also encouraged to apply.
  • Understanding of the AR process and basic financial/accounting principles.
  • 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.

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