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Job Description: Admin Executive

Role Overview

The Admin Executive is responsible for managing comprehensive invoicing and administrative operations, including invoice creation, validation, adjustments, credit notes, bill-back processing, e‑invoice uploads, refund handling, and client coordination. The role ensures accuracy, compliance, operational efficiency, and timely resolution of all invoicing and documentation-related activities. This position requires strong analytical ability, attention to detail, and effective communication skills to collaborate seamlessly with internal teams, stakeholders, and clients.

Key Responsibilities

Invoicing & Financial Operations

• Manage complete invoicing lifecycle including invoice creation, validation, posting, and tracking.
• Execute invoice corrections, adjustments, and modifications as required.
• Process and monitor Credit Notes and Bill-Back invoices.
• Handle and track refund requests, ensuring timely and accurate processing.
• Perform invoice reconciliations and periodic financial validations to ensure data integrity.
• Upload, validate, and maintain E‑Invoices in accordance with regulatory and system guidelines.

Coordination & Stakeholder Management

• Collaborate with Finance, internal teams, and external clients to resolve invoice discrepancies.
• Manage and respond to client queries related to invoices, payments, adjustments, and reconciliations.
• Maintain strong working relationships with cross-functional teams to ensure smooth administrative operations.

Compliance, Documentation & Reporting

• Maintain accurate documentation, logs, and data backups for all invoicing activities.
• Ensure adherence to internal controls, process SLAs, compliance standards.

Required Skills & Competencies

Technical & Functional Skills

• A B.com graduate with 2+ years of experience. Preferable 1+ years of experience as travel consultant with hand on GDS.
• Strong understanding of invoicing processes, reconciliations, and credit note management.
• Proficiency in Excel, ERP tools, and invoicing systems.
• Familiarity with e‑invoice standards, compliance norms, and finance operations.

Soft Skills (Integrated from Finance Executive competencies)

• Excellent communication skills (written & verbal) to interact professionally with clients and stakeholders. Fluent in Japanese is a Plus.
• Strong analytical and problem-solving abilities, with the ability to identify issues and drive resolutions.
• Attention to detail and high degree of accuracy in data handling and documentation.
• Time management and prioritization skills to manage multiple tasks in a fast-paced environment.
• Customer-centric mindset with the ability to handle queries effectively and calmly.
• Team collaboration and the ability to work cross-functionally with finance, admin, and operations teams.
• Adaptability and flexibility to adjust to evolving processes and business needs.
• Professionalism, integrity, and accountability in handling sensitive financial data.
• Process-oriented approach, with a focus on continuous improvement and operational efficiency.