Accounts Executive

Job Description: Accounts ExecutiveIndustry: In-Vitro Diagnostics (IVD) / Healthcare

Department: Accounts, Finance and Sales Administration

Job Type: Full-time

Experience Required: 2–4 years

Qualification: Bachelor’s degree in Commerce, Finance, Accounting, Business Administration or a related field

Job SummaryWe are an In-Vitro Diagnostics solutions provider seeking a responsible and detail-oriented Accounts Executive to manage day-to-day accounting, billing, payment follow-up, customer account reconciliation and sales administration activities.

The Accounts Executive will coordinate closely with the sales, logistics and management teams to ensure accurate order processing, timely invoicing, proper recording of payments, effective collection of outstanding dues and maintenance of organised customer and financial records.

The ideal candidate should have strong accounting knowledge, excellent attention to detail, good communication skills and the ability to work effectively in a fast-paced environment.

• Key ResponsibilitiesAccounting and BillingPrepare, verify and issue invoices, credit notes, debit notes and payment receipts.
• Ensure that invoices contain accurate customer, product, pricing, discount, tax and payment information.
• Record all customer payments accurately in the accounting system.
• Maintain accounts receivable records and monitor customer account balances.
• Prepare customer account statements, outstanding reports and ageing reports.
• Reconcile customer ledgers, bank entries and payment records regularly.
• Maintain accurate records of purchases, sales, discounts, collections and outstanding amounts.
• Assist in calculating receivables, order values, discounts and revenue-related information.
• Ensure accounting entries and supporting documents are complete and error-free.
• Maintain confidentiality and security of customer and financial information.
• Payment Collection and Receivables ManagementFollow up with customers regarding pending and overdue payments through telephone calls, emails and written communication.
• Maintain a systematic payment follow-up tracker and update collection status regularly.
• Coordinate with the sales team regarding payment commitments, disputes and customer account issues.
• Verify payments received through bank transfer, online payment, cheque, cash or other approved payment methods.
• Identify discrepancies, unusual transactions or suspicious payment activity and immediately report them to management.
• Assist in resolving payment-related queries, deductions and account reconciliation issues.
• Ensure that payment receipts and acknowledgements are issued to customers promptly.
• Sales Order AdministrationProcess customer orders received through email, telephone or the sales team.
• Check the accuracy and completeness of sales orders before processing.
• Contact customers or sales representatives to obtain missing information or clarify order details.
• Coordinate with the logistics and warehouse teams to ensure timely dispatch and delivery.
• Maintain and regularly update customer, order and sales records.
• Track pending orders, invoicing status, dispatch status and payment status.
• Support the sales team with quotations, proforma invoices, customer documentation and account-related information.
• Customer Service and CoordinationAct as a primary point of contact for customers regarding invoices, account balances, payments, orders and basic product-related queries.
• Respond to customer questions professionally, politely and promptly.
• Handle billing and payment-related complaints carefully and coordinate with the relevant departments for resolution.
• Maintain positive customer relationships while ensuring adherence to the company’s credit and payment policies.
• Escalate unresolved customer issues or disputes to the appropriate manager.
• Reporting and DocumentationPrepare daily, weekly and monthly sales, billing, collection and outstanding reports.
• Provide management with updated information on overdue accounts, expected collections and customer payment commitments.
• Develop and maintain an organised filing system for invoices, orders, payment records, customer documents and sales files.
• Ensure that active sales and customer files are available in both digital and physical formats.
• Maintain supporting documents for accounting, taxation, audit and management review.
• Assist in preparing data and documents required for internal and external audits.
• Sales and Administrative SupportAssist the sales team in preparing quotations, presentations, proposals and customer-related documentation.
• Organise the resources required for high-quality sales presentations and meetings.
• Maintain adequate stocks of brochures, presentation folders and other sales support materials.
• Coordinate with different departments to obtain information and support required for customer presentations.
• Perform other accounts, finance, sales coordination and administrative duties assigned by management.
• Required QualificationsBachelor’s degree in Commerce, Accounting, Finance, Business Administration or a related field.
• Minimum 2 years of relevant experience in accounts receivable, billing, collections, sales coordination or finance administration.
• Basic understanding of accounting principles, invoicing, ledger management and customer reconciliation.
• Experience working with accounting software or ERP systems.
• Strong proficiency in Microsoft Excel and Word.
• Knowledge of Microsoft Access will be an advantage.
• Experience in the healthcare, diagnostics, medical devices or IVD industry will be preferred.
• Required SkillsStrong numerical ability and attention to detail.
• High level of accuracy while entering and reviewing financial data.
• Good knowledge of billing, payment collection and accounts receivable processes.
• Strong written and verbal communication skills.
• Professional and polite customer-handling abilities.
• Ability to follow up firmly and professionally for outstanding payments.
• Good organisational, documentation and filing skills.
• Ability to coordinate effectively with sales, logistics, warehouse and management teams.
• Ability to prioritise multiple tasks and work under deadlines.
• High level of integrity, confidentiality and accountability.
• Ability to identify discrepancies and escalate financial risks promptly.
• Key Performance IndicatorsAccuracy and timeliness of invoices and accounting entries.
• Timely recording and reconciliation of customer payments.
• Reduction in overdue receivables.
• Effectiveness of payment follow-ups and collections.
• Accuracy of customer statements and outstanding reports.
• Timely processing of sales orders.
• Proper maintenance of customer and financial records.
• Responsiveness to customer queries and complaints.
• Coordination with sales and logistics teams for timely order completion.