Billing Executive

Job Description: Order Processing & Customer Coordination Executive

Department: Sales / Operations

Reporting To: Branch Manager / Operations Head

Location: As Assigned

Employment Type: Full-Time

To manage end-to-end order processing, customer coordination, billing support, and post-sales follow-up to ensure timely service delivery, accurate documentation, and high customer satisfaction.

Key Responsibilities

1. Receiving Orders & Order Management

• Receive customer orders and enter all order lines accurately in the Dealer Management System (DMS).
• Inform customers about product availability and expected delivery timelines.
• Coordinate with internal teams and suppliers to arrange non-available parts.
• Maintain Customer Back Orders (BO) and conduct regular follow-ups to ensure closure.

2. Lost Order Register Management

• Record all lost enquiries and orders in the Lost Order Register with proper reasons.
• Periodically transmit lost order data to Head Office (HO).
• Analyze lost orders and recommend new parts stocking or inventory improvements.

3. Billing & Dispatch Coordination

• Inform customers regarding billing completion and dispatch details.
• Provide regular updates on Back Order (BO) status.
• Coordinate and follow up on stock transfers (inward and outward) to ensure accuracy and timely movement.

4. Post-Sales Follow-Up

• Share customer ledgers and statements of accounts as required.
• Follow up with customers for payments and outstanding dues.
• Handle customer complaints related to warranty claims, transit damages, or shortages and coordinate resolutions.

5. Any Other Assignments

• Perform additional tasks and responsibilities as assigned by management from time to time in the interest of business operations.