Invoicing Coordinator - Contractual, 6 months

Wilhelmsen Ships Service; Kuala Lumpur; On-site; MYR 33,000 - 56,000; Full time

Job summary

Wilhelmsen Ships Service is seeking an Invoicing Coordinator in Kuala Lumpur, Malaysia. The role focuses on producing and dispatching accurate invoices to customers within the defined geographic area and portfolios, adhering to procedures.

You will liaise with Customer Services and supply chain teams to resolve issues, and you will ensure timely electronic dispatch and paper invoicing when required. The candidate should have a Diploma/Degree and 2–4 years of related experience, with strong

Qualifications

• Diploma or degree holder.
• 2–4 years of related work experience.
• Good understanding about nature of the job, process and other related tasks.
• Problem solving - ability to solve minor issues in daily routines.

Responsibilities

• Complete a basic check on all invoices including delivery note, products and quantities supplied, prices, charges, discounts, etc.
• Liaise with Customer Services regarding missing customer terms and prices and with supply chain for missing or doubtful delivery notes, quantities, costs and charges.
• Match the relevant delivery receipt note to the invoice when applicable.
• Match the relevant supporting documents for cylinder invoices.
• Coordinate and control dispatch of electronic invoices to assigned customer portfolio as per guidelines provided by Customer Services.
• Send manual invoices to printer in local Customer Services as soon as the invoices are correct and ready for dispatch.
• Provide first point of contact for Customer Services regarding missing invoices and copy invoice requests.
• Escalate directly to respective Customer Services on problems related to electronic invoices dispatch failure and late invoices/delivery receipt notes.
• Follow up complaints/ non compliances through improvement/complaint system in place.
• Achieve monthly KPI targets set by the management team.
• Maintain Error Ratio -1%.
• Lay days
• Individual Productivity
• Handling Days
• Response Time

Skills

Attention to Detail

Problem Solving

Team Player

Quick Learner

Education

Diploma / Degree Holder

Tools

MS Excel

ERP System

Office 365

Job description

Join our global team for a career filled with opportunities to solve challenges both small and large, local and global, simple and complex.

JOB DESCRIPTION

Job Title

Coordinator

Team

Invoicing

Reports To

Team Leader

OVERVIEW

The position of Invoicing Coordinator consists of being responsible to produce and dispatch correct invoices to customers within the assigned geographic area and/or customer portfolio according to established procedures.

Key Responsibilities & Tasks

• Complete a basic check on all invoices including delivery note, products and quantities supplied, prices, charges, discounts, etc…
• Liaise with the respective Customer Services regarding missing customer terms and prices and with the supply chain for missing or doubtful delivery notes, quantities, costs and charges
• Match the relevant delivery receipt note to the invoice when applicable
• Match the relevant supporting documents for cylinder invoices
• Coordinate and control dispatch of electronic invoices to assigned customer portfolio as per guidelines provided by Customer Services and within the set performance timeframe
• Send manual invoices to printer in local Customer Services as soon as the invoices are correct and ready for dispatch in order to minimize the invoice lay days
• Provide first point of contact for Customer Services regarding missing invoices and copy invoice requests
• Escalate directly to respective Customer Services on problems related to electronic invoices dispatch failure and late invoices /delivery receipt notes.
• Follow up complaints/ non compliances through improvement/complaint system in place.
• Achieve monthly KPI targets set by the management team
• Maintain Error Ratio -1%
• Lay days
• Individual Productivity
• Handling Days
• Response Time

Qualifications, Requirements and Additional Preferences

• Diploma / Degree Holder
• Has 2 to 4 years of related work experience
• Good understanding about nature of the job, process and other related tasks
• Problem Solving- Ability to solve minor issues in daily routines

Skills and Competencies

Language Skills

• Good Business English writing and speaking skills (able to express thoughts using the good common English phrases)

Computer Skills

• MS Excel - Tables & Formatting/Conditional Formatting/Data Tables & Excel Shortcuts
• MS outlook / Email - Able to write both formal and informal emails clearly
• Basic knowledge of ERP system / Office 365

Individual Competencies

• Ability to perform the tasks assigned to them independently or with minimum supervision
• Attention to Detail
• Quick Learner
• Committed and Able to deliver
• Team Player - Able to collaborate with team members, Be flexible and positive attitude
• Achieve monthly KPI targets set by the management team

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