billing executive

2 days ago

Shah Alam, Selangor, Malaysia Xin Hwa Trading & Transport Sdn Bhd Full time 40,000 - 60,000 per year

Why this role matters:

You'll be the engine behind timely, accurate billing—turning operational work into revenue, preventing leakages, and giving customers confidence in every statement.

Key Responsibilities:

1. Billing & Invoicing

  • Prepare, issue, and verify customer invoices accurately and on time.
  • Ensure billing is aligned with contracts, rates, and supporting documents (e.g., DOs, PODs, billing sheets, job orders).
  • Process credit notes, debit notes, and billing adjustments when required.
  • Maintain billing accuracy with zero discrepancies.

2. Documentation & Record Management

  • Compile billing documents such as service reports, transport logs, warehouse activity sheets, and cost sheets.
  • Maintain up-to-date billing records in the system (ERP/WMS/TMS).
  • Ensure proper filing and easy retrieval of billing data for audit or customer queries.

3. Coordination & Communication

  • Liaise with operations, finance, and customer service teams to ensure all billable activities are captured.
  • Coordinate with customers on invoice queries, supporting documents, and clarifications.
  • Follow up on approvals and confirmations needed before billing submission.

4. Cost Verification & Data Accuracy

  • Verify vendor invoices, charges, and cost breakdowns before passing to Finance.
  • Reconcile operations data with billing sheets for completeness (e.g., freight charges, storage, handling, transport trips).
  • Identify discrepancies and work with relevant departments to resolve them.

5. Reporting & Analysis

  • Prepare monthly billing summaries, revenue reports, and billing performance dashboards.
  • Highlight variances, missed billing opportunities, or abnormal cost trends.
  • Support month-end closing activities.

6. Compliance & Process Improvement

  • Ensure all billing activities comply with company SOPs, customer agreements, and audit requirements.
  • Participate in process improvement initiatives to enhance billing efficiency and accuracy.
  • Support system upgrades or migration related to billing modules.

7. Customer Service

  • Provide prompt and professional responses to customer billing enquiries.
  • Support account reconciliation for customers when required.
  • Maintain good communication and relationship to ensure smooth billing cycles.

Qualifications & Requirements:

  • Diploma/Degree in Accounting, Finance, Business, Supply Chain, or related field.
  • 2–3 years' experience in billing/accounts/finance (logistics/warehousing/freight exposure is a plus).
  • High accuracy & detail focus with solid knowledge of billing principles, cost structures, and revenue processes.
  • Strong Excel skills and hands-on experience with ERP/WMS/TMS billing modules.
  • Independent, deadline-driven, handles high-volume cycles; trilingual (Mandarin/English/Malay).

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