Finance Operations Specialist, Operations

Finance Operations Specialist

Department: Operations

Employment Type: Full Time

Location: Shenzhen

The Senior Finance Operations Specialist will play a key role in managing day-to-day finance operations within China, ensuring accuracy, compliance, and efficiency across billing, accounts payable, and financial reporting processes. This position requires in-depth knowledge of local financial regulations, tax requirements, and cross-border transactions. The role combines operational excellence with proactive collaboration across finance, operations, and commercial teams to support business growth in the region.

Billing and Receivables

• Verifying ocean/air freight and local charges (e.g., THC, Telex Release fees) with shippers or traders, and issuing specialized freight forwarding VAT invoices.
• Coordinate customer billing in accordance with contractual terms, ensuring invoices are issued accurately and on schedule.
• Validate and reconcile billing data to ensure revenue is recognised correctly and in line with accounting standards.
• Monitor accounts receivable ageing reports and liaise with customers to ensure payment of any outstanding amounts.
• Collaborate with internal and external stakeholders to resolve billing discrepancies and maintain clear audit trails.

Accounts Payable and Vendor Management

• Verifying cost statements with shipping lines, airlines, co-loaders (Master Agents), and service providers (trucking companies, customs brokers).
• Payment Approval:
  Reviewing payment requests to ensure freight is paid on time to secure the release of Bill of Ladings (OBL/HBL).
• Oversee vendor invoice processing and payment execution, ensuring compliance with internal controls and local tax regulations.
• Manage supplier accounts, monitor ageing reports, and ensure timely settlement of payables.
• Maintain strong vendor relationships and resolve payment or reconciliation issues promptly.
• Multi‑Currency Management:
  Managing payments in RMB, USD, and HKD, and discussing with Finance team to protect against currency volatility.

Financial Controls and Compliance

• Ensure all finance operations follow PRC accounting standards, VAT and fapiao (invoice) regulations, and corporate finance policies.
• Support statutory audits and internal reviews with accurate documentation and data integrity.
• Liaise with external accounting firms, tax advisors, and banks where required.

Reporting and Analysis

• Prepare monthly billing, AP, and cashflow reports; identify trends and provide insights to management.
• Reconcile general ledger accounts related to revenue, payables, and accruals, resolving variances in a timely manner.
• Support regional finance reporting requirements to ensure full transparency across China operations.

Process Improvement

• Evaluate existing finance workflows and propose process enhancements to improve accuracy, compliance, and turnaround time.
• Contribute to regional system improvement initiatives and automation projects to drive operational efficiency.

Collaboration and Cross‑Functional Support

• Work closely with global and regional Finance, Sales, and Operations teams to align finance operations with corporate objectives.
• Provide support during month‑end closing and intercompany transactions involving China entities.
• Act as the local point of contact for finance‑related queries, escalating complex issues to the Finance Operations Manager when needed.

• Attention to detail:
  Ensures accuracy in financial transactions and reporting.
• Strong communication:
  Effectively engages with internal stakeholders, vendors, and auditors in both English and Mandarin.
• Analytical thinking:
  Able to interpret financial data and identify improvement opportunities.
• Problem‑solving:
  Addresses operational challenges with a proactive and structured approach.
• Organisational skills:
  Manages priorities effectively, meeting deadlines in a fast‑paced environment.
• Collaboration:
  
  Works seamlessly with global and local teams, fostering a cooperative culture.
• Adaptability:
  Thrives in a changing environment, managing evolving business and regulatory requirements.

• Solid understanding of China GAAP, VAT, and fapiao management.
• Hands‑on experience with billing, accounts payable, and reconciliation processes.
• Proficiency in ERP systems (e.g. SAP, Oracle, Microsoft Dynamics) and finance reporting tools.
• Strong Excel skills and the ability to interpret financial data for insights.
• Familiarity with cross‑border payments and foreign currency transactions.
• Knowledge of audit preparation and financial compliance processes.
• Process improvement mindset, identifying ways to streamline local finance operations.

• Bachelor’s degree in Accounting, Finance, or a related field.
• Minimum 5 years’ experience in finance operations, accounts payable, or billing within multinational or large‑scale organisations.
• Professional certification (e.g., CPA China, ACCA, or equivalent) preferred.
• Bilingual proficiency in Mandarin and English required.