Head of Admin

Key Responsibilities
1. Accounts Receivable (AR) Management

• Oversee the creation, validation, and submission of sales invoices by ensuring accuracy in delivery details, pricing, and supporting documents.
• Manage invoice adjustments by validating requests, approving within authority limits, updating AR records, and communicating with customers.
• Monitor receivables by maintaining AR ledgers, generating aging reports, identifying overdue accounts, and highlighting potential risks.
• Supervise account reconciliation by matching payments, validating promotions and return claims, resolving discrepancies, and ensuring audit compliance.
• Manage customer credit risk by analyzing payment behavior, identifying high-risk accounts, and preparing bad debt provisions.

• Oversee branch cash operations, including validation of new outlet data and ensuring completeness of customer records.
• Supervise Delivery Order (DO) administration, including PO validation, DO creation, approval process, and documentation control.
• Manage cash flow activities, including petty cash disbursement, daily reconciliation, and bank deposits.
• Ensure proper maintenance and safeguarding of cash-related documentation and enforce internal control procedures.
• Ensure branch profittability.

• Supervise inventory control processes, including stock opname, discrepancy analysis, and adjustment entries.
• Oversee reporting of bad stock and disposal processes.
• Manage monthly warehouse closing activities and ensure accurate stock reporting.
• Ensure availability and proper utilization of operational tools, facilities, and documentation.
• Maintain employee attendance records and basic administrative documentation in compliance with company guidelines.

• Prepare and review branch operational and financial reports (AR summary, aging, inventory, etc.).
• Support budgeting and financial planning by providing accurate branch-level data and assumptions.
• Deliver insights to support management decision-making.

• Identify operational inefficiencies and initiate improvement actions.
• Collaborate with IT in system enhancement and ensure successful implementation through UAT.
• Continuously improve processes to enhance efficiency, control, and accuracy.

• Lead, supervise, and develop the branch admin team.
• Set performance expectations and monitor team productivity.
• Provide coaching and ensure capability development of team members.
• Foster strong coordination across departments (Sales, Finance, Warehouse).

• Minimum Bachelor’s degree in Accounting, Finance, Business Administration, or related field.
• 2–4 years of experience in accounting, receivables management, cash handling, inventory administration, and team supervision (preferably in FMCG/F&B industry).