Job Description

JOB DESCRIPTION
GENERAL INFORMATION
PURPOSE OF THE JOB
NAME

• Maintain mutually beneficial and cordial relationship with Distributor, Super stockist and retail accounts through effective order collection, billing etc.
• Act as the interface between field sales team and Production/ Operations and Accounts team.
• Provide administrative support to Accounts Manager.

LOCATION
Virudhunagar
JOB TITLE
Billing & Admin Staff
DEPARTMENT
Accounts
REPORTING TO
Accounts Manager
REPORTEES
Nil
EXPERIENCE
Graduation in any stream.
2-4 years of experience in FMCG industry working in a sales support or administrative roles
BASIC QUALIFICATION
KEY PERFORMANCE INDICATORS
Graduation in any stream.

• Admin Budget vs. Actuals
• Cost Savings
• Timeliness and Quality of Reports/ documentation
• Customer Satisfaction

INDUSTRY KNOWLEDGE / OTHERS

• Basic understanding of FMCG industry
• Familiarity of sales ERP, sale order management
• Understanding of statutory and regulatory protocols

FUNCTIONAL COMPETENCIES
MANAGERIAL / BEHAVIORAL COMPETENCIES

• Coordination and follow-up
• Sales ERP/ software tool
• Computer Expertise - MS office tools
• Sale process and distribution management
• Documentation (billing/ invoice) and filing skill
• Written communication

• Thoroughness
• Analytical Thinking
• Results Orientation
• Initiative
• Interpersonal Awareness
• Efficiency Orientation

ROLES & RESPONSIBILITIES
Sales Support

• Follow up through DIXSOFT and ensure timely consolidation of primary sales orders from distributors/ Stockist/ Customers for the assigned ASMs/ RSMs. Ensure raising of bill/ invoice through "DIXSOFT" after checking payment and stock availability before the "daily cut-off time".
• Respond to complaints/ claims from distributors and give after-sales support when requested through the respective field sales team members with respect to invoice/ bill related queries.
• Support RSM/ ASM in creating new outlet information in DIXSOFT/ Field Assist.
• Ensure sales order data and stock level information derived from "DIXSOFT" is fed in as an input to production planning process and alert cross functional teams (production, material managers) well in advance.
• Support Despatch Clerk in updating system stock data with "stock return" information after the due process of checking and verification. On approval of stock return, raise credit note for the customer/ channel partner.
• Address requests from customers and HO for COA, by coordinating with QA team for COA and generating cover letters for the same.
• Track institutional customers and large MT (supermarket) outlet sales by analyzing their sale orders
• Comply with PEC's policies, systems and processes pertaining to sales and distribution.
• Stay abreast with latest sales trends and best practices in FMCG industry.

Administrative support for Accounts Manager

• Coordinate with HO for requests for label printing by designing the label, seeking approval and getting it printed with the help of Material Manager. Own the process of issuing labels to production team & HO and tracking the utilisation.
• Manage administration of Travel & Allowance (T&A) Policy for sales team/ staff including per-diem, fuel allowance, accommodation, air/ train tickets etc. as per policy.
• Assist Accounts Manager in updation of cash voucher entries, purchase bill entries in GL/ Tally
• Assist Accounts Manager in verification of Banking Statements, closing stock and delivery challans.
• Responsible for tracking and following up field sales team members' attendance through "Field Assist".
• Responsible for issuance of office stationery supplies (staplers, paper, pencils, etc.) to other departments.
• Responsible for generating relevant periodical reports and statements as and when required.

Skills Required