Back Office Executive

Roles & Responsibilities Commercial / Collection

• Complete vendor registration for new customers.
• Prepare daily pay-in slips for depositing cheques/DDs.
• Maintain the Bank RTGS/NEFT Payment Received file along with supporting payment advice copies.
• Perform daily knock-off of received payments against outstanding invoices through cheque and RTGS/NEFT for both Sales and Service.
• Send payment acknowledgements to customers on a daily basis.
• Maintain cheque receipt entries in the Google Sheet for Sales, Service, and Accounts departments.
• Maintain and update outstanding statements for Sales and Service invoices.
• Follow up with clients for payment advice copies, short payments, and other payment-related discrepancies.
• Based on agreed payment terms and payment receipt, arrange installation clearance with the respective Sales ASM/TL.
• Generate Proforma Invoices through SAP for domestic Sales towards advance payment and before-dispatch payment collection, and share them with customers via email or courier, wherever a hard copy is required.
• Rigorously follow up with customers for advance payments and before-dispatch payments as per the agreed payment terms.
• Share the pending advance order details with each Salesperson on a weekly basis via email and obtain confirmation of the expected advance payment date.
• Provide dispatch clearance to the Umbergaon factory based on applicable payment terms and collection status.
• Send daily dispatch intimation emails to customers along with the applicable tax invoices and upload the tax invoices on respective vendor portals, wherever required.
• Provide monthly billing and collection data to all regional/zone teams.
• Update Sales and Service outstanding data in the Google Sheet on a monthly basis.
• Coordinate with Sales, Service, Accounts, and other internal teams to resolve payment and collection-related issues.
• Monitor overdue invoices and follow up with customers to ensure timely payment realization.
• Maintain proper documentation and records of customer payments, remittances, and outstanding balances.