Booking Specialist - Coordinator

1. Sales Order and Delivery Documentation |
   • Process and/or coordinate Sales Orders (SO) and Delivery Receipts (DR) based on approved Purchase Orders (PO), booking details, and complete supporting documents.
   • Check transaction details for accuracy and completeness before encoding or processing.
   • Coordinate with the concerned Sales or Booking personnel regarding incomplete, inconsistent, or unclear transaction details.
2. Actual Delivery Monitoring and Coordination
   • Coordinate with the assigned Distributor/DAA or designated personnel to confirm actual delivery or pull-out status.
   • Monitor actual delivery status against the applicable delivery schedule and follow up on pending or unconfirmed deliveries.
   • Maintain clear records of delivery confirmation and related communication to support timely invoicing.
   • Escalate delivery discrepancies, delays, or missing proof of delivery to the immediate supervisor and concerned personnel.
3. Invoicing • Prepare and process the applicable Sales Invoice, where applicable, based on confirmed actual delivery and approved company procedures.
   • Ensure invoices are issued based on the applicable delivery schedule and required supporting documents. • For NKA and other accounts assigned to CRO, support the centralized processing of Sales Orders, Delivery Receipts, and invoicing.
   • Review invoice details for accuracy, including customer/distributor, items, quantities, prices, and other required references before final processing.
   • Monitor pending invoices and coordinate with the assigned personnel to prevent delays or duplicate issuance.
4. Credit Memo Processing
   • Process Credit Memos only upon receipt and validation of the required supporting documents and approvals.
   • Verify that the Credit Memo is consistent with the approved claim, transaction details, and applicable company policy.
   • Maintain complete records of Credit Memo requests, approvals, processing status, and supporting documents.
5. Billing and Collection Support
   • Coordinate with Distributor/DAA and other concerned personnel on billing and collection documentation, as assigned.
   • Ensure that processed transaction documents are properly filed and readily retrievable for reconciliation, audit, and follow-up.
     Refer billing, collection, or account discrepancies to the responsible DAA or designated team; do not independently approve adjustments outside assigned authority.
6. Reporting, Controls, and Compliance
   • Maintain an updated monitoring file for bookings, actual delivery/pull-out status, invoicing, and Credit Memo processing.
   • Prepare and submit required reports and status updates within the prescribed timelines.
   • Ensure all transactions comply with company policies, approval limits, document requirements, and applicable accounting controls.
   • Safeguard customer and company information and perform other related duties as may be assigned by the immediate supervisor.

QUALIFICATIONS:

• Bachelor’s degree in Accountancy, Accounting Technology, Business Administration, Management, or any related field.
• Experience in sales booking, order processing, invoicing, accounts receivable, or general accounting is an advantage.
• Experience using SAP or a similar ERP system and Microsoft Excel is preferred.
• Detail-oriented, organized, and able to manage time-sensitive transactions.
• Able to coordinate effectively with Sales, DAA, CRO, and distributors.
• Demonstrates integrity and maintains confidentiality of company and customer records.