After Sales Admin Executive

Key Responsibilities

Invoice Processing & Verification

1. Receive, review, and verify supplier / distributor / dealers invoices against supporting documents, including Purchase Orders (POs), Delivery Orders (DOs), and contracts.
2. Ensure accuracy in quantities, pricing, tax calculations, and payment terms before processing.

Payment Management

1. Prepare and process payment to suppliers / distributors / dealers.
2. Ensure all payments are made accurately and within the stipulated timelines, strictly adhering to company policy and payment guidelines.
3. Maintain up-to-date records of all payment transactions.
4. Investigate and resolve invoice or payment issues by liaising effectively with internal departments (e.g., Procurement, Warehouse) and external vendors.
5. Address and respond to supplier inquiries regarding payment status in a timely and professional manner.

Record Keeping & Documentation

1. Maintain a systematic and organized filing system for all financial documents, both physical and digital.
2. Maintain a systematic and organized filing system for all servicing done base on maintenance records / payment.
3. Ensure all transaction records are properly archived and easily retrievable for audit and reference purposes.

Month-End Closing & Reporting

1. Prepare and generate aging reports and other payment summaries as required by management.
2. Ensure all invoices and payments for the period are accurately recorded in the system.

Compliance & Continuous Improvement

1. Ensure all financial activities comply with company policies, financial regulations, and internal controls.
2. Suggest improvements to streamline invoicing and payment processes for greater efficiency.
3. Any other jobs assigned by supervisor.

Requirements

Education

1. Diploma or Bachelor's Degree in Accounting, Finance, Business Administration, or a related field.

Experience

1. Minimum 2 years of relevant working experience in an administrative role with a focus on accounts payable, finance operations, or high-volume data entry.
2. Experience in the automotive, manufacturing, or retail industry is an added advantage.
3. Familiarity with high-volume invoice processing environments is preferred.

Technical Skills

1. Proficiency in Microsoft Office Suite, particularly Microsoft Excel (VLOOKUP, Pivot Tables, basic formulas) for data analysis and reporting.
2. Experience with ERP systems or accounting software (e.g., SAP, Oracle, Dynamics 365) is highly desirable.
3. Familiarity with dealership management systems or inventory platforms is a plus.
4. Strong written and verbal communication skills.