Billing Executive - Admin Team (3rd party payroll)

We are hiring a Billing Executive for our Admin Team based out of Andheri, Mumbai.

Experience - 3 to 5 years

Invoice Processing (PAN India)

• Ensure accurate and timely processing of invoices received from all PAN India locations. Verify all invoices against Purchase Orders (POs), PRs, and service delivery records before forwarding for approval.
• Ensure invoices are processed within the defined TAT and in compliance with company policy and statutory requirements.

Vendor Coordination

• Regularly coordinate and follow up with vendors to ensure invoices are submitted within the defined timeline.
• Resolve vendor queries related to billing, deductions, or payment delays in coordination with relevant teams.
• Maintain a healthy and professional vendor relationship to ensure smooth billing operations.

Invoice Verification & Validation

• Check all invoices for accuracy in rates, quantities, taxes (GST), and terms before processing.
• Ensure supporting documents (PO copy, service confirmation, approval mail, etc.) are attached with every invoice.
• Highlight discrepancies or mismatches to the concerned department and ensure timely rectification.

Accounts Coordination

• Coordinate with the Accounts/Finance team for payment status and ensure timely release of payments to vendors.
• Support Finance during invoice posting, validation, and audit review.
• Update vendors with payment status once cleared by Accounts.

Procurement Coordination

• Coordinate with the Procurement team for PO issuance and sharing the same with vendors.
• Ensure invoice processing only against valid and approved POs.
• Track PO validity and balance for recurring services and renewals.

Tracking & Record Management

• Maintain and regularly update the Invoice, PR, and PO tracker for all locations.
• Maintain a digital repository of invoices, approvals, and supporting documents for easy retrieval.
• Prepare and share weekly/monthly MIS reports on billing status, pending invoices, and payment timelines.
• Ensure adherence to internal controls and company billing policies.

Process Improvement & Coordination

• Identify process gaps and suggest improvements to enhance billing efficiency.
• Ensure coordination among Admin, Procurement, and Accounts teams to minimize delays and rework.