BILLING, PURCHASING CUM ADMIN CLERK

Key Responsibilities

1.       Prepare and issue invoices, delivery orders, and other related billing documents.

2.       Verify billing details against purchase orders, delivery orders, job orders and other supporting documents.

3.       Follow up with relevant departments to obtain the necessary documents and information for billing purposes.

4.       Maintain accurate billing records and ensure all invoices are properly filed.

5.       Assist in preparing billing summaries and reports when requested.

6.       Ensure invoices and related documents are processed accurately and within the required timeline.

7.       Obtain quotations from suppliers and compare prices, specifications, delivery lead times and payment terms.

8.       Prepare and issue purchase orders upon approval from the authorised personnel.

9.       Coordinate with suppliers regarding order confirmation, delivery schedules, product availability and outstanding orders.

10.    Ensure purchased materials, tools, equipment and consumables meet the requested specifications.

11.    Follow up on delayed or incomplete deliveries and report discrepancies to the relevant personnel.

12.    Verify supplier invoices against purchase orders and delivery orders before forwarding to account department

13.    Assist in monitoring stock levels and arranging replenishment of materials and consumables as required.

14.    Maintain proper physical and electronic filing systems for billing, purchasing and other company documents.

15.    Answer telephone calls, respond to routine enquiries and direct matters to the relevant personnel.

16.    Coordinate with internal departments, suppliers, customers and other relevant parties to obtain information and facilitate daily operations.

17.    Monitor office supplies and arrange replenishment when necessary.

18.    Assist in maintaining accurate records and ensuring documents are readily available for reference or audit purposes.

19.    Perform other administrative and clerical duties as assigned by the superior or Management.

Qualifications and Requirements

1. Minimum SPM or equivalent; a certificate or diploma in Business Administration, Accounting or a related field is an advantage.
2. Preferably 1–2 years of experience in billing, purchasing or administrative work.
3. Basic knowledge of invoicing, purchase orders, delivery orders and document control.
4. Proficient in Microsoft Office, particularly Excel and Word.
5. Experience with SQL accounting software is an advantage.
6. Good organizational skills, attention to detail and ability to manage multiple tasks.
7. Good communication and coordination skills.
8. Responsible, honest, disciplined and able to work independently as well as in a team.