Job description for Finance O2C at PT Rajawali Anugrah Resources
Proposed Job Scope for the Invoice Delivery Center
1. Customer Data Management & Validation
○ Maintain and update customer data to ensure invoicing accuracy (addresses, contact information, payment terms).
○ Validate data accuracy with internal teams (Sales, Business Ops, SSC-Billings, SSC-Collections) to ensure timely updates and corrections.
2. Invoice Generation and Compilation
○ Generate and print the invoices.
○ Verify invoice details against customer data and sales records to eliminate errors or discrepancies.
3. Supporting Documentation Preparation
○ Assemble required supporting documents for customer invoices, including:
■ Contracts
■ Purchase orders
■ Quotation
■ Insertion Orders
■ Proof of Delivery
■ Receipts or acknowledgments, as applicable
○ Ensure all documents are correctly matched and formatted as per customer specifications.
4. Printing, Quality Control, and Document Preparation
○ Oversee the printing of invoices and supporting documents with a focus on quality assurance.
○ Implement rigorous checks to ensure printed documents are accurate, free of defects, and compliant with specified standards.
5. Distribution & Delivery Coordination
○ Organise and coordinate the timely distribution of invoices and supporting documents via appropriate channels (postal services, courier services).
○ Track deliveries and ensure accurate documentation for delivery confirmations, ensuring customer receipt.
○ Address delivery issues proactively, including resending or reprinting documents if required.
6. Tracking and Monitoring of Deliverables
○ Maintain a delivery tracker to monitor the status and timing of each invoice and supporting document sent.
○ Report on delivery performance and delays, and escalate recurring issues with solutions for process improvement.
7. Process Improvement & Compliance Monitoring
○ Generate regular reports on key performance indicators (KPIs) for invoicing accuracy, timeliness, and customer satisfaction.
8. Reporting & Feedback Mechanism
○ Provide regular status reports to the SSC-O2C, including issue logs, customer feedback, and process improvement recommendations.
○ Establish feedback loops to incorporate customer and internal stakeholder inputs for ongoing enhancement of the service.
