Administration Executive

1. Billing & Invoicing Management

• Prepare accurate customer/vendor invoices as per contract, work order, or PO terms
  
• Ensure timely generation and submission of bills to clients
  
• Verify billing details (rates, quantities, taxes, discounts) before submission
  
• Maintain billing records and supporting documents
  
• Follow up with clients/accounts team for payment status
  
• Resolve billing discrepancies and coordinate corrections
  

2. Work Order (WO) Management

• Create, issue, and maintain work orders as per approvals
  
• Ensure work orders include correct scope, pricing, timelines, and terms
  
• Track work order validity, amendments, and closures
  
• Coordinate with operations/project teams to confirm work completion
  
• Maintain a centralized WO register and documentation
  
• Ensure compliance with company policies and client agreements
  

3. Purchase Order (PO) Processing

• Prepare and process purchase orders based on approved requisitions
  
• Verify vendor details, pricing, taxes, and delivery terms
  
• Coordinate with procurement, finance, and vendors for PO execution
  
• Track PO status (issued, pending, fulfilled, closed)
  
• Ensure PO compliance with budget and authorization limits
  
• Maintain accurate PO records and vendor documentation
  

4. Documentation & Record Management

• Maintain organized records of invoices, WOs, and POs (physical & digital)
  
• Ensure documents are readily available for audits and reviews
  
• Maintain version control and approval trails
  
• Support internal and external audits with required documentation
  

5. Coordination & Communication

• Liaise with finance, procurement, operations, and vendors
  
• Communicate billing and PO-related information clearly and promptly
  
• Handle vendor and client queries related to billing or orders
  
• Support management with MIS reports and summaries
  

6. Compliance & Process Adherence

• Ensure adherence to company policies, GST/tax regulations, and contract terms
  
• Identify process gaps and suggest improvements
  
• Maintain confidentiality and data accuracy
  

7. Reporting & MIS

• Prepare periodic reports on billing status, outstanding payments, PO usage
  
• Track billing cycle time and pending approvals
  
• Provide management with accurate administrative data