Counter Billing Executive

Job Title: Billing & Purchase Executive

Department: Operations / Finance
Location: T Nagar Chennai
Reporting To: 

Role Overview

The Billing & Purchase Executive is responsible for ensuring accurate billing, timely processing of GRNs, vendor reconciliations, and maintaining audit-ready documentation. The role requires strong attention to detail, disciplined record management, and coordination with procurement, warehouse, finance, and vendor teams to ensure seamless transaction flow and compliance.

Key Responsibilities

1. Billing & GRN Management

• Ensure 100% accuracy in GRN (Goods Receipt Note) entries for all inbound shipments.

• Process and post credit notes related to RTO, Sales Returns, and adjustments on the same working day.

• Identify, report, and support resolution of any billing or GRN mismatches on a daily basis.

• Maintain batch details, pricing corrections, and billing updates accurately and without delay.

2. Documentation & Audit Compliance

• Print and file daily GRN and audit reports before shift end.

• Maintain systematic invoice filing for all vendor and customer transactions ensuring ≤1% error rate.

• Ensure all billing-related records (Invoices, GRNs, Credit Notes, Batch Corrections) are audit-ready at month-end.

• Adhere strictly to documentation calendar and reporting timelines.

3. Vendor Coordination & Reconciliations

• Work closely with vendors and internal stakeholders to ensure smooth settlement of invoices and credit notes.

• Assist in monthly/quarterly account reconciliations to prevent financial discrepancies.

4. Learning & Process Improvements

• Attend at least 1 learning/training session per month related to billing, compliance, ERP, or Excel.

• Propose at least one process or automation improvement idea each month to increase speed, accuracy, or efficiency.

Key Skills & Competencies

• Strong knowledge of billing processes and documentation

• Basic understanding of procurement and supply chain workflows

• Comfort working with ERP or billing software (Tally / Zoho / SAP / or equivalent)

• Good Excel proficiency (VLOOKUP, Pivot Table preferred)

• High attention to detail and accuracy

• Strong organizational and filing discipline

• Ability to identify and resolve discrepancies proactively

Educational & Experience Requirements

• Bachelor’s degree in Commerce, Business Administration, Accounts, or equivalent.

• 1–3 years of experience in billing, accounts, procurement, or operations in a similar environment.

• Experience in pharma / retail / logistics domains is an added advantage (optional based on company).

• It is a Full Time Back Office / Data Entry job for candidates with 2 - 6+ years Experience.