Billing & Purchase Order Executive

Department: Accounts / Operations
Designation: Billing & Purchase Order Executive
Experience: 2–4 Years
Qualification: Graduate / B.Com preferred
Key Skills: Billing, Purchase Orders, Advanced Excel, Inventory Coordination, ERP/Tally

Job Purpose

We are looking for a Billing & Purchase Order Executive who will be responsible for accurate billing, placing purchase orders with companies/suppliers, maintaining order and inventory records, and preparing MIS reports in Excel.

The candidate should be very comfortable with Excel, numbers, reconciliation and day-to-day coordination with suppliers and the sales team.

Key Responsibilities

1. Billing & Invoicing

• Prepare sales invoices accurately and on time.

• Verify product, quantity, rate, discount, GST and scheme before billing.

• Generate credit/debit notes and sales return documents when required.

• Maintain proper billing records.

• Coordinate with sales and dispatch teams for pending orders.

• Check billing errors and resolve discrepancies.

2. Purchase Order & Company Ordering

• Prepare and place purchase orders with companies/suppliers.

• Check current stock and sales requirements before placing orders.

• Verify company price lists, schemes, discounts and offers.

• Maintain records of PO vs supplied quantity vs pending quantity.

• Follow up with suppliers for pending orders and shortages.

• Check purchase invoices against PO and agreed commercial terms.

• Identify excess supply, short supply, wrong rates or scheme differences.

3. Inventory & Reconciliation

• Monitor stock availability and identify low-stock items.

• Track fast-moving and slow-moving products.

• Assist in stock reconciliation.

• Coordinate purchase requirements based on sales and inventory.

• Maintain records of damaged, expired, returned and pending products where applicable.

4. Excel & MIS Reporting

Candidate should have strong practical knowledge of Microsoft Excel, including:

• VLOOKUP / XLOOKUP

• SUMIF / SUMIFS

• COUNTIF / COUNTIFS

• IF / IFS

• Pivot Tables

• Filters and sorting

• Conditional Formatting

• Data validation

• Duplicate identification/removal

• Basic data cleaning

• Inventory and sales analysis

• Large-data handling

Should be able to prepare reports such as:

• Daily/Monthly Sales Report

• Purchase Report

• Stock Report

• Pending Order Report

• Company-wise Purchase Report

• SKU-wise Sales Report

• Salesperson-wise Sales Report

• Fast/Slow Moving Stock

• Purchase vs Sales Analysis

• Scheme/Discount Reconciliation

Preferred Software Knowledge

• Microsoft Excel – Good/Advanced level mandatory

• Tally Prime / ERP billing software

• GST billing and basic taxation understanding

• Email and WhatsApp communication

• Experience with distribution/wholesale billing software will be preferred.

Candidate Profile

The ideal candidate should be:

• Very accurate with numbers and data

• Strong in Excel

• Organized and systematic

• Able to handle multiple purchase orders simultaneously

• Comfortable coordinating with suppliers/company representatives

• Capable of identifying billing, rate and stock discrepancies

• Responsible for meeting billing and ordering deadlines

• Good at maintaining records and follow-ups

Key Performance Indicators (KPI)

Performance will primarily be measured on:

1. Billing Accuracy: Minimum errors in invoices

2. Order Accuracy: Correct SKU, quantity, rate and scheme

3. PO Tracking: No untracked pending orders

4. Purchase Reconciliation: Timely identification of shortages/rate differences

5. Inventory Support: Timely reporting of low and excess stock

6. MIS Accuracy: Accurate and timely Excel reports

7. Turnaround Time: Billing and orders processed within defined timelines

Preferred Experience

Candidates having experience in FMCG, cosmetics, beauty products, salon products, pharmaceutical, consumer goods or distribution businesses will be preferred.

Ideal Candidate: A person who combines billing knowledge + purchase/order management + strong Excel skills + inventory understanding and can independently manage the complete process from order requirement → purchase order → supplier follow-up → purchase verification → billing/MIS reporting.

• It is a Full Time Back Office / Data Entry job for candidates with 2 - 3 years of experience.