Sales Admin Officer

Department: Finance & Administration Head

Reports To: Regional Manager and Finance & Administration Head (Team Leader)

Job Title: Sales-Admin Officer

Job Level: Mid - Level

Job Summary

The Sales-Admin Officer is responsible for supporting the Finance & Administration function, with primary responsibility for managing client billing, collections, receivables monitoring, account reconciliation, and related administrative processes. The role ensures the timely and accurate processing of invoices, monitoring and follow-up of outstanding payments, maintenance of billing and collection records, and preparation of relevant financial and operational reports. The position also coordinates client and supplier documentation, supports contract administration, and provides general administrative assistance to Finance, Office Administration, Sales, and other departments as needed. The role contributes to maintaining efficient, accurate, and organized finance and administrative processes within the organization. 

Key Responsibilities

Billing and Collections

• Manage the end-to-end billing and collection process, including invoice generation, client coordination, follow-ups, and fieldwork related to payment collection. 
• Ensure timely and accurate invoicing for all clients.
• Monitor outstanding invoices and proactively follow up on overdue payments.
• Implement and maintain a systematic collections process to minimize outstanding receivables.
• Reconcile client accounts and resolve billing discrepancies.
• Prepare and analyze aging reports to identify potential collection issues.
• Collaborate with the Finance team to ensure timely collection of client payments and accurate recording and reporting of cash inflows 
• Use and maintain accurate records in the company's billing and collection systems. 
• Identify opportunities to improve billing and collection efficiency and support initiatives to reduce outstanding receivables and DSO. 

Reporting and Analysis

• Generate regular reports on key performance indicators (KPIs) related to billing, collections, receivables, and client accounts. 
• Analyze data to identify trends, patterns, and areas for improvement.
• Prepare ad-hoc reports as needed to support management decision-making.
• Develop and maintain dashboards to visualize key metrics.
• Provide insights and recommendations based on data analysis.
• Utilize reporting tools and software to automate and streamline reporting processes.

Client Contract and Supplier Documentation Management

• Maintain a centralized repository of client contracts.
• Track contract terms and obligations.
• Compile client and supplier accreditation documents and validate required government and regulatory documents.
• Collaborate with Finance and Legal as needed on contract-related matters.

General Administrative Support:

• Provide administrative support to Finance, Office Administration, Sales, and other departments as needed. 
• Assist with onboarding new clients.
• Maintain accurate records and files.
• Contribute to the development and implementation of administrative policies and procedures.
• Provide administrative support to the Finance and Office Administration functions, including the monitoring and coordination of office equipment, furniture and fixtures, and office supplies. 

Other Responsibilities

• Support the Finance & Administration Head and other employees within the Finance & Administrative Department as needed.
• Assist in ad-hoc administrative projects.
• Maintain awareness of relevant accounting, taxation, BIR regulations, and finance-related practices applicable to the employee's responsibilities. 
• Perform other related duties and responsibilities as may be assigned by management.

Qualifications

• Degree in Accounting, Business Administration - Finance, Management Accounting, or related field.
• At least 2 years of experience in:

1. Billing and collection management
2. Any Accounting or ERP System (preferably Hashmicro)

• Knowledgeable in BIR invoicing requirement and regulations
• Familiarity with aging reports in identifying potential collection issues is a plus
• Strong analytical, organizational, and client coordination skills
• Proficient in Microsoft and Google Workspace
• Willing to work on-site in Central Business District (CBD), Makati