Commercial Officer

Position Title

Job Purpose

The Commercial & Admin Support officer is responsible for ensuring smooth and efficient operations in both the commercial and administrative functions of the organization. The role combines tasks related to billing, accounts receivables, logistics support, and customer management, along with general administrative support and coordination activities.

Key Responsibilities

Commercial Responsibilities

• Billing Management

  : Oversee and manage the billing process to ensure timely and accurate invoicing of customers.

• Credit Note Documentation

  : Prepare and maintain records of credit notes, ensuring accuracy and compliance with financial protocols.

• Debit Note Documentation

  : Prepare and process debit notes as per requirements, and ensure appropriate documentation is in place.

• Payment Follow-Up

  : Track outstanding payments and follow up with customers for timely settlement.

• Cheque Deposit

  : Ensure timely and accurate deposit of cheques in the bank as part of the payment collection process.

• Accounts Receivables (AR) Updating

  : Maintain and update AR records, ensuring accurate data for financial reporting.

• Ledger Reconciliation

  : Reconcile ledgers to ensure all accounts are up-to-date and discrepancies are addressed.

• Customer Balance Confirmation

  : Coordinate with customers to confirm account balances and resolve discrepancies.

• Customer Communication

  : Handle communication with customers regarding billing, payment status, and other related issues.

• Customer Creation

  : Support the process of creating new customer accounts, ensuring correct data entry and system updates.

• Master Data Updating

  : Ensure all master data (customer, product, financial) is maintained accurately and up to date.

• Logistics Support

  : Assist in coordinating logistics movements, ensuring alignment with customer delivery requirements.

Admin Responsibilities

• Manage attendance, leave, and overtime for staff.
• Coordinate with vendors for services (housekeeping, security, etc.).
• Raise and track Purchase Requests (PR) for admin needs.
• Organize monthly events (birthdays, pooja, etc.).
• Arrange logistics for guest visits (hotel, travel).
• Coordinate government visits at site/offices.
• Maintain and organize admin documents.
• Support audits (ISO, legal, etc.)

Skills and Qualifications

• Education

  : Bachelor's degree in Finance, Commerce, or related field.

• Experience

  :
• 5-7 years of experience in commercial, administrative, or related functions.
• Exposure to Credit Control, billing, and customer service processes is preferred.

• Technical Skills

  :
• Proficient in MS Office (Excel, Word, PowerPoint).
• Familiarity with ERP systems or accounting software (e.g., SAP) is a plus.