Head of Admin

Job Description

Accounts Receivable & Collections

1. Oversee the creation, validation, and submission of branch sales invoices by ensuring delivery details, pricing accuracy, and supporting documents are verified, to maintain billing accuracy and timely revenue recognition.
2. Process invoice adjustments by validating requests, approving per authority, updating AR records, and notifying customers to ensure accuracy and compliance.
3. Maintain receivables by updating AR ledgers, generating and analyzing aging reports, classifying overdue accounts, flagging risks, and preparing summaries to support timely collection.
4. Oversee account reconciliation by reviewing and matching payments, validating MT promotion and return claims, resolving unmatched transactions, and coordinating with customers to ensure accurate records, proper clearing, and compliance with audit requirements.
5. Manage customer credit risk by tracking payment behaviors, identifying consistently late-paying accounts, and preparing provisions for doubtful debts, to ensure accurate risk reporting and compliance.

ODI Branch Cash Operation

1. Oversee branch cash operations by ensuring new outlet requests are properly validated, customer data is accurately updated, and data completeness is controlled, to maintain reliable records and support smooth branch transactions.
2. Oversee delivery order (DO) administration by reviewing purchase orders, drafting DOs, routing approvals, and compiling supporting documentation, to maintain transaction traceability and audit readiness.
3. Supervise cash management including petty cash disbursement, daily cash reconciliation and deposits, and maintenance of cash documentation, ensuring compliance, accuracy, and operational control.
4. Oversee maintenance of cash documentation and controls by safeguarding receipt books and petty cash, organizing records for audit, and enforcing internal control procedures to ensure compliance and accountability.

Inventory & Branch Administration

1. Supervise branch inventory control and documentation by monitoring stock opname, recording discrepancies, and preparing adjustment entries, to ensure accurate branch stock reporting.
2. Oversee the preparation of operational reports such as AR summaries, bad stock disposal, and monthly warehouse closing, to provide accurate branch performance insights for ODI reporting.
3. Ensure availability and proper usage of operational tools by assessing needs, maintaining facilities, and safeguarding financial documentation, to support smooth branch operations and audit compliance.
4. Manage employee attendance and basic administration records at the branch, ensuring timely input and compliance with HCD and FAT/ODI guidelines.

Reporting, Planning & Process Improvement

1. Support the preparation of financial planning and budgeting by providing branch-level input, reviewing assumptions, and collecting departmental budgets, to enable accurate forecasting and decision-making.
2. Drive process improvement initiatives by identifying recurring issues, collaborating with IT team on system enhancements, and validating improvements through UAT to enhance branch efficiency.

Job Requirements

1. Minimum Bachelor’s degree from Accounting, Finance, Business Administration, or related field
2. 2-4 years experience in accounting, receivables management, cash handling, inventory administration, and team supervision in FMCG/F&B or related industries
3. Strong capability in operational cash control, documentation, inventory management, and credit risk management to ensure accuracy and compliance in daily operations.
4. Demonstrated experience in branch process improvement, focusing on enhancing efficiency, control, and overall operational performance.