Sales Operations & Accounts Executive

LANCASHIRE MARKETING PTE LTD; Singapore; On-site; SGD 42,000 - 66,000; Full time

Job summary

Lancashire Marketing Pte Ltd seeks a Sales Operations & Accounts Executive to support day-to-day accounts receivable, sales orders and inventory records. You will ensure accurate processing, timely follow-ups on payments, and reconciled stock records across consignment and warehouse functions.

Key responsibilities include invoicing, payment allocation, ageing reports, and collaboration with the sales and finance teams to resolve discrepancies and ensure smooth order processing.

Qualifications

• Experience handling accounts receivable and invoicing.
• Proven ability to process quotations, orders and deliveries with accuracy.
• Strong documentation and filing practices for audits.

Responsibilities

• Prepare and issue invoices, credit notes and debit notes with approvals.
• Record receipts and allocate payments to invoices in the system.
• Monitor overdue balances and follow up with customers.
• Prepare AR ageing reports and flag disputes to manager.
• Reconcile customer accounts and investigate discrepancies.
• Coordinate with sales and finance to resolve outstanding matters.
• Process quotations, sales orders, delivery orders and invoices.
• Verify customer details, pricing, discounts and stock availability.
• Maintain accurate customer records and pricing terms.
• Update inventory records based on receipts, deliveries and returns.
• Coordinate with warehouse for stock movements and deliveries.

Skills

Accounts receivable

Sales order processing

Inventory control

Customer service

Documentation and records

Tools

ERP system

Job description

Job Scope

Position:Sales Operations & Accounts Executive
Department:Finance / Sales Operations
Reports to:Finance Manager / Commercial Manager

Role Overview

The Sales Operations & Accounts Executive supports the day-to-day administration of accounts receivable, sales orders and inventory records. The role ensures that transactions are processed accurately, customer payments are followed up promptly, and warehouse and consignment stock records are properly maintained and reconciled.

1. Accounts Receivable

• Prepare and issue invoices, credit notes and debit note accurately and promptly, supported by the required documents and approvals.
• Record customer receipts and allocate payments to the correct invoices in the accounting system.
• Monitor outstanding balances and follow up with customers on overdue payments.
• Prepare accounts receivable ageing reports and highlight overdue accounts, payment disputes and collection concerns to the reporting manager.
• Reconcile customer accounts, issue statements of account and investigate billing or payment discrepancies.
• Coordinate with the sales team and finance department to resolve outstanding account matters.

2. Sales Order Processing

• Prepare and process quotations, sales orders, delivery orders and invoices.
• Verify customer details, approved pricing, discounts, payment terms and stock availability before processing orders.
• Ensure sales transactions are entered accurately and promptly into the company’s system.
• Obtain the necessary approvals for exceptions to standard pricing, terms or order requirements.
• Maintain complete supporting documentation for each transaction and follow up on missing information.

3. Sales Administration Support

• Provide administrative support to the sales team for order processing, customer account matters and sales documentation.
• Maintain accurate customer records, approved price lists and trading terms in the system.
• Assist in preparing sales summaries, stock movement reports and other operational reports.
• Track outstanding orders and coordinate follow-up actions with the relevant departments.

4. Inventory Control and System Maintenance

• Update inventory records promptly based on authorised goods receipts, deliveries, returns, transfers and stock adjustments.
• Coordinate with warehouse staff to ensure stock movements are supported by the appropriate documents and accurately recorded.
• Verify stock availability before confirming orders and highlight shortages or allocation issues.
• Monitor stock balances and report low-stock, slow-moving or unusual stock positions to the reporting manager.
• Maintain records of stock movements to and from retail outlets, distinguishing company-owned consignment stock from completed outright sales.
• Assist with periodic stock counts and reconcile physical quantities against system records.
• Investigate stock discrepancies with the relevant teams and submit proposed adjustments for approval before updating the system.

5. Consignment Stock Administration

• Maintain accurate consignment records by retailer and outlet, including stock deliveries, transfers, reported sales and returns.
• Follow up with retail partners to obtain sales and stock reports within the required timelines.
• Reconcile retailer reports against internal records and investigate discrepancies.
• Prepare consignment invoices based on verified sales reports and agreed trading terms.
• Prepare consignment stock summaries and coordinate replenishment or returns with the sales and warehouse teams.
• Highlight outstanding reports, unresolved discrepancies and ageing consignment stock to the reporting manager.

6. Warehouse and Logistics Coordination

• Coordinate order fulfilment and delivery arrangements with warehouse and logistics staff.
• Ensure delivery documents correspond with approved sales orders and invoices.
• Monitor outstanding deliveries and follow up on shortages, partial fulfilment and delivery discrepancies.
• Obtain and maintain signed delivery acknowledgements or other proof of delivery where required.
• Keep the sales team and customers informed of relevant changes to order or delivery status.

7. Customer Service Support

• Respond professionally and promptly to enquiries relating to orders, deliveries, invoices and account statements.
• Assist customers with billing queries and order confirmations.
• Coordinate with the relevant departments to resolve routine issues and follow through until completion.
• Escalate unresolved disputes or requests beyond the role’s authority to the reporting manager.

8. Record Keeping and Documentation

• Maintain an organized and accessible filing system for financial, sales, inventory and consignment documents.
• Ensure records are complete, accurate and available for reconciliation, management review and audit.
• Keep customer information and supporting account documents up to date.
• Follow company requirements for document retention, access and confidentiality.

9. Reporting and Month-End Support

• Prepare or assist with monthly sales reports, accounts receivable ageing, inventory summaries and consignment reconciliations.
• Support month-end closing by ensuring relevant sales, receipts, returns and stock transactions are recorded within the required cut-off.
• Identify and report missing documents, unreconciled balances and outstanding transactions.
• Prepare other reports reasonably required by management.

10. Compliance and Internal Controls

• Follow company policies, approval limits and procedures for sales processing, customer credit, receipts and inventory adjustments.
• Ensure transactions are supported by appropriate documentation and authorisation.
• Report errors, irregularities and control concerns promptly to the reporting manager.
• Maintain the confidentiality of customer, financial and company information.
• Provide supporting documents and explanations for internal and external audits as required.

11. Other Responsibilities

• Provide administrative support to the finance and sales operations functions.
• Provide cover for related administrative duties when assigned.
• Perform other duties reasonably related to the role as assigned by management.