Commercial & Accounting Coordinator

Key Responsibilities (Operational Workflow Sequence) 1. Sales Support (Quoting & Pricing) Supplier Sourcing : Reach out to and interface with overseas vendors and international supplier networks to collect competitive cost quotes, verify specifications, and evaluate regional price differences. RFQ Working Files: Input international supplier quotes into standard Excel pricing templates, incorporating multi-currency FX rates, estimated duty/freight, and target margins to generate accurate selling prices for Sales Director. Quantum ERP Entry: Input validated quote data into Quantum ERP (Sales Quotes & Vendor Quotes modules) to generate official quotation documents and maintain audit trails. Sales & Customer Admin Support: Support customer inquiries, track shipment and order delivery statuses, and execute administrative tasks related to quote revisions and order updates. 2. Supply Chain (Order Preparation & Execution) Order Preparation: Manually organize order shipments, packing specifications, and shipment paperwork according to agreed customer Incoterms (e.g., EXW, DAP or DDP). Shipping & Tracking Execution: Assign and log tracking numbers, schedule freight pick-ups with carriers/couriers, and prepare dispatch labels and shipping documentation (Commercial Invoices, Packing Lists). 3. Accounting (AR, AP & Cash Tracking in Quantum ERP) Accounts Receivable (AR) Module: Generate and issue customer invoices directly in Quantum ERP, maintain AR collection trackers, monitor aging buckets (AR Aging Reports), and execute routine payment follow-ups. Accounts Payable (AP) Module: Process and match overseas/local vendor invoices against Purchase Orders (POs) and receiving logs in Quantum (Three-Way Matching / AP Vouchers), schedule supplier payments strictly on due dates, and manage vendor credit accounts. Cash Flow, Banking & Expense Reporting: Perform daily bank balance updates and multi-currency bank reconciliations within Quantum ERP (Cash Management / General Ledger), track weekly cash balances against target reserves, and generate monthly expense reports to monitor operational spending. 4. Financial Reporting & Month-End Support Performance Summaries: Prepare monthly summary schedules for customer quote win-rates, gross margin actuals vs. targets (by region/supplier), and AR/AP aging metrics. Reconciliations: Assist with month-end customer/supplier ledger balance reconciliations and ledger entries. Audit & Documentation: Maintain organized digital archives of commercial invoices, bills of lading, expenses, and payment receipts for audit compliance.