Admin Executive

Actively Reviewing the Applications

Koch

India, Maharashtra, Navi Mumbai Full-Time On-site INR 3–4 LPA

Posted 3 weeks ago • Apply by April 30, 2026

Job Description

Your Job

Owns the back-office administration of field service operations—covering engineer cost booking, order-line release, billing follow-through, customer portal submissions, HR compliance updates, visa & gate-pass processing, and pre invoice bill review with customer approval—to ensure accurate, compliant, and timely revenue recognition.

What You Will Do

Financial & Order Administration

Order Entry & Engineer Cost Booking: Open new sales orders/jobs in ERP & Record/validate engineer labour time, overtime, travel; allocate to correct WOs/SOs in ERP.
Billable Line Calculation & Pre Invoice Pack (NEW):
Compile all billable lines post service (labour, travel, miscellaneous) as per contract/SOW and rate cards.
Cross check against PO value, SLA, warranty/contract entitlements, caps, and tax rules.
Prepare a customer approval package (service report, timesheets, parts delivery/consumption proof, photos if required, gate pass/job completion proof, customer sign-off) and send to the customer for approval.
Track approvals; resolve queries/short payments/holds with clear audit trail.
Order Line Management: Once customer approval is received, release order lines for invoicing; ensure accuracy of tax codes, cost centers, and revenue recognition rules.
Invoicing & Payments Follow Up: Monitor invoice status with Finance; drive timely posting, submission, and dispute resolution; maintain DSO (days Sales outstanding) notes. Follow up with customers for timely payment

Intercompany Transactions

Initiate and manage Intercompany PO requisitions for services delivered across legal entities.
Ensure compliance with transfer pricing and internal policies.

Customer & Portal Management

Invoice Sharing & Submissions: Email invoices and upload to customer portals, ensuring correct metadata (PO, GRN, site, contact, tax IDs); capture submission confirmations.
HR/Job Compliance on Portals: Upload mandatory compliance documents (declarations, insurance, contract copy, indemnity bond) wherever necessary and keep them current per customer site requirements.

Mobility & Site Access

Visa & Travel Documentation: Assist service engineers for covering/CoC letters, LOI, insurance, applications, and trackers for international jobs; align with local laws and customer rules.
Gate Pass Applications: Prepare and submit gate pass/security clearance requests (IDs, photos, training proofs, work permits); follow up to secure timely approvals.

Continuous Improvement & Compliance

Standardize billing checklists/templates, drive root cause fixes for billing disputes, and ensure adherence to company and customer policies (HSE, data privacy, anti bribery, tax, etc).

Who You Are (Basic Qualifications)

Tools: Knowledge with ERP/CRM (e.g., LN Infor, LN Cloud/MS D365), MS Excel, MS Word, PDF tools, and common customer portals (Ariba, Cygnett, C-Quel, RCMS, Supplier First, BPEC, VIMS, etc.).
Financial Acumen: Strong grasp of contracts/SOWs, PO/GRN flows, rate cards, taxes (GST/VAT/TDS/Withholding), and revenue recognition basics.
Documentation Rigor: High attention to detail; audit-ready record keeping.
Communication: Clear written/verbal communication with customers, engineers, and finance. Arabic reading & speaking knowledge would be an added advantage.
Experience: 3–5 years in field service admin/order-to-cash/billing/general coordination.
Education: Degree/Diploma in Business, Finance or related.

What Will Put You Ahead

Exposure to Middle East & Asia Pacific visa norms with knowledge of Arabic language (reading & speaking) would be an added advantage.

At Koch companies, we are entrepreneurs. This means we openly challenge the status quo, find new ways to create value and get rewarded for our individual contributions. Any compensation range provided for a role is an estimate determined by available market data. The actual amount may be higher or lower than the range provided considering each candidate's knowledge, skills, abilities, and geographic location. If you have questions, please speak to your recruiter about the flexibility and detail of our compensation philosophy.

Who We Are

As a Koch company, Koch Engineered Solutions (KES) is a dynamic network of businesses that work together to create an ecosystem of domain expertise to increase operational efficiency, improve safety, reduce waste, and reduce emissions.

At Koch, employees are empowered to do what they do best to make life better. Learn how our business philosophy helps employees unleash their potential while creating value for themselves and the company.

Additionally, everyone has individual work and personal needs. We seek to enable the best work environment that helps you and the business work together to produce superior results.