Sales Operations & Accounts Executive — FULL_TIME
Are you a detail-oriented professional seeking to streamline sales operations and ensure financial accuracy within a fast-paced environment?
Key Responsibilities
- Prepare and issue invoices, credit notes and debit notes accurately and promptly.
- Record customer receipts and allocate payments to the correct invoices in the accounting system.
- Monitor outstanding balances and follow up with customers on overdue payments.
- Prepare accounts receivable ageing reports and highlight overdue accounts, payment disputes and collection concerns to the reporting manager.
- Reconcile customer accounts, issue statements of account and investigate billing or payment discrepancies.
- Coordinate with the sales team and finance department to resolve outstanding account matters.
- Prepare and process quotations, sales orders, delivery orders and invoices.
- Verify customer details, approved pricing, discounts, payment terms and stock availability before processing orders.
- Ensure sales transactions are entered accurately and promptly into the system.
- Obtain necessary approvals for exceptions to standard pricing, terms or order requirements.
- Maintain complete supporting documentation for each transaction and follow up on missing information.
- Provide administrative support to the sales team for order processing, customer account matters and sales documentation.
- Maintain accurate customer records, approved price lists and trading terms in the system.
- Assist in preparing sales summaries, stock movement reports and other operational reports.
- Track outstanding orders and coordinate follow-up actions with the relevant departments.
- Update inventory records promptly based on authorised goods receipts, deliveries, returns, transfers and stock adjustments.
- Coordinate with warehouse staff to ensure stock movements are supported by appropriate documents and accurately recorded.
- Verify stock availability before confirming orders and highlight shortages or allocation issues.
- Monitor stock balances and report low-stock, slow-moving or unusual stock positions to the reporting manager.
- Maintain records of stock movements to and from retail outlets, distinguishing company-owned consignment stock from completed outright sales.
- Assist with periodic stock counts and reconcile physical quantities against system records.
- Investigate stock discrepancies with the relevant teams and submit proposed adjustments for approval.
- Maintain accurate consignment records by retailer and outlet, including stock deliveries, transfers, reported sales and returns.
- Follow up with retail partners to obtain sales and stock reports within required timelines.
- Reconcile retailer reports against internal records and investigate discrepancies.
- Prepare consignment invoices based on verified sales reports and agreed trading terms.
- Prepare consignment stock summaries and coordinate replenishment or returns with the sales and warehouse teams.
- Highlight outstanding reports, unresolved discrepancies and ageing consignment stock to the reporting manager.
- Coordinate order fulfilment and delivery arrangements with warehouse and logistics staff.
- Ensure delivery documents correspond with approved sales orders and invoices.
- Monitor outstanding deliveries and follow up on shortages, partial fulfilment and delivery discrepancies.
- Obtain and maintain signed delivery acknowledgements or other proof of delivery.
Job Requirements
- You hold a Diploma or degree in Finance, Accounting, Business Administration or a related field.
- You have at least 2 years of experience in sales operations, accounts receivable or inventory control roles.
- You demonstrate strong proficiency in using accounting software and Microsoft Office, particularly Excel.
- You possess excellent analytical skills with a high degree of accuracy and attention to detail.
- You are capable of coordinating effectively between sales, finance, and warehouse departments.
- You have a solid understanding of inventory management processes and consignment accounting practices.
What's on Offer
