Job Profile: Commercial Operations Executive (Accounts Division)
Company: Tech EHS Solution
Department: Accounts & Finance
Reporting To: Finance Manager / Chief Financial Officer / Managing Director
Website: https://techehs.com/
Location: Luxuria Business Hub, 215-216, Surat - Dumas Rd, New Magdalla, Surat, Gujarat 395007. Near VR Mall
Job Purpose
To ensure uninterrupted cash flow by proactively managing Purchase Orders (POs), billing, collections, contract renewals, AMC renewals, manpower invoicing, customer communications, and cross-functional coordination. The role is responsible for preventing revenue leakage, eliminating billing delays, accelerating collections, and ensuring every invoice is raised and collected on time.
Key Responsibilities
1. Purchase Order (PO) Management
- Maintain a centralized PO tracker for all customers.
- Monitor PO value, balance quantity, utilization, and expiry dates.
- Identify POs approaching expiry well in advance.
- Coordinate with Sales, Operations, Project, and Client teams for timely PO extensions.
- Ensure work execution is aligned with available PO balance.
- Prevent revenue loss due to expired or exhausted POs.
- Review POs every week and submit an exception report to management.
2. Billing & Invoicing Management
- Ensure invoices are generated immediately upon milestone completion.
- Monitor invoicing status against monthly targets.
- Follow up with department heads if invoicing is delayed.
- Verify supporting documents before invoice generation.
- Ensure GST compliance and billing accuracy.
- Coordinate with clients to resolve invoice discrepancies.
- Maintain a billing tracker for all ongoing projects.
3. Payment Collection & Accounts Receivable
- Prepare daily outstanding reports.
- Follow up with customers through emails and phone calls.
- Maintain payment commitment records.
- Track overdue invoices.
- Escalate delayed payments to management with supporting evidence.
- Coordinate with Sales and Project teams to remove payment obstacles.
- Reduce debtor ageing through systematic follow-ups.
4. AMC & Subscription Renewal Management
- Maintain a tracker for all Annual Maintenance Contracts (AMC).
- Initiate renewal discussions at least 60–90 days before expiry.
- Send professional reminder emails.
- Coordinate proposal preparation.
- Follow up until PO issuance.
- Ensure zero AMC lapses due to internal delays.
5. Software License & Subscription Monitoring
- Track software subscription expiry dates.
- Notify customers well before renewal.
- Coordinate with Sales and Technical teams.
- Ensure uninterrupted customer service.
- Generate renewal forecasts.
6. Manpower Billing Coordination
- Follow up with site teams for attendance sheets.
- Ensure attendance is received before billing deadlines.
- Coordinate with HR and Operations.
- Verify deployment data.
- Ensure manpower invoices are raised on time.
- Track pending attendance and escalate delays.
7. Production vs Billing Monitoring
- Compare monthly production against PO values.
- Track department-wise billing achievement.
- Monitor monthly invoicing targets.
- Highlight departments lagging behind targets.
- Follow up with HODs regarding reasons for delays.
- Prepare management dashboards.
8. Customer Communication
- Draft professional emails regarding:
- Payment reminders
- Invoice submissions
- PO expiry
- AMC renewal
- Subscription renewal
- Pending documents
- Invoice discrepancies
- Credit note requirements
- Maintain communication history for each customer.
9. Cross-Functional Coordination
Coordinate with:
- Sales
- Business Development
- Operations
- HR
- Project Teams
- Software Team
- Animation Team
- Clients
Ensure no revenue opportunity is delayed because of poor coordination.
10. Escalation Management
Escalate to management when:
- PO extension is delayed.
- Invoice cannot be raised.
- Customer disputes payment.
- Department heads miss billing targets.
- Attendance sheets are delayed.
- Work is executed without a valid PO.
- Outstanding payments exceed agreed credit terms.
- AMC renewal is at risk.
- Revenue leakage is identified.
Daily Responsibilities
- Review payment follow-up tracker.
- Contact customers for outstanding payments.
- Review invoice status.
- Check pending attendance sheets.
- Review PO utilization.
- Review upcoming PO expiries.
- Review AMC renewal tracker.
- Update management dashboard.
- Follow up with HODs.
- Resolve billing issues.
Weekly Responsibilities
- Debtors ageing analysis.
- PO expiry report.
- Billing target review.
- Collection performance report.
- Client follow-up status.
- Department-wise invoicing review.
- AMC renewal review.
- Revenue leakage report.
Monthly Responsibilities
- Accounts Receivable ageing report.
- Collection efficiency report.
- Invoicing achievement report.
- PO utilization report.
- Renewal success report.
- Cash flow projection.
- Revenue forecast.
- Management MIS.
Key Performance Indicators (KPIs)Collections
- Collection Efficiency (%)
- Debtor Ageing (30/60/90 Days)
- Average Collection Period (DSO)
- Monthly Collection Target Achievement
Billing
- Invoice generated within agreed timelines.
- Billing accuracy.
- Monthly invoicing target achievement.
- Zero delayed invoices due to internal reasons.
PO Management
- Zero PO expiry without review.
- Zero work executed without a valid PO.
- PO utilization accuracy.
- Timely PO extension success rate.
AMC & Renewals
- Renewal conversion rate.
- Zero AMC or subscription expiries due to internal delays.
- Advance renewal completion.
Coordination
- Attendance collection within timelines.
- Response time to client queries.
- Closure of escalated issues.
- HOD follow-up compliance.
Required Skills
- Strong knowledge of Accounts Receivable (AR), billing, and collection processes.
- Excellent follow-up and negotiation skills.
- Strong written and verbal communication.
- High attention to detail.
- Ability to coordinate across multiple departments.
- Analytical and problem-solving abilities.
- Excellent time management.
- Customer relationship management.
- Strong ownership and accountability.
Technical Skills
- Tally / ERP / Zoho Books / SAP (preferred)
- Microsoft Excel (Advanced)
- Microsoft Word
- Microsoft Outlook
- Google Workspace
- CRM software
- MIS reporting
- Power BI (preferred)
Qualification: Bachelor's degree in Commerce (B.Com), Finance, Accounting, Business Administration, or a related field.
Experience: 3–7 years in Accounts Receivable, Billing, Commercial Operations, Revenue Assurance, or Collection Management.
Success Criteria
The Commercial Operations Executive will be considered successful when:
- Cash collections improve consistently.
- Outstanding receivables reduce month after month.
- No PO expires without action.
- No invoice is delayed due to internal coordination failures.
- AMC and subscription renewals are completed before expiry.
- Department heads remain accountable for billing commitments.
- Management receives timely and accurate commercial reports.
- Revenue leakage is eliminated through proactive monitoring and follow-up.
Pay: Up to ₹50,000.00 per month
Application Question(s):
- How many years of experience do you have in Commercial operation?
- What is your current CTC?
- What is your expected CTC?
- What is your notice period?
- What is your current location?
Work Location: In person
