- Position Title: Admin Executive - International Business

Job Purpose To ensure accurate processing, compliance, documentation control, financial coordination, and SAP activities related to Country Manager expenses, debit notes, freight bills, agreements, and departmental expense management. The role requires close coordination with the cross functional teams - Sales, Finance, Treasury and Logistics teams.

Key Responsibilities

1.

Country Manager Expense

Review

Review and verify expense claims along with supporting documents.

Ensure compliance with company expense policies, spending limits, and approval hierarchy. Validate calculations, tax details, and overall accuracy. Highlight discrepancies and coordinate corrections. Obtain approvals from Cluster Head and Head of Department.

2.

Debit Note

Processing (SAP)

Verify debit note details against supporting documentation. Cross-check primary commission with Shipping Bills for accuracy. Validate secondary commission calculations as per agreed terms.

Review

Third-party salary charges (payroll/service agreements)

Office rent charges (lease agreements/invoices)

Incentive payments (approved performance sheets)

MEP freight and storage charges (logistics documents)

Ensure correct vendor/customer details and invoice validation.

Post debit notes in SAP with correct GL accounts, cost centres, and profit centres.

Follow up for approvals and payment processing.

3.

Freight Bill

Processing (SAP)

Verify freight invoices against purchase orders and shipping documents.

Validate freight rates as per approved RFQ (GoComet/email approval).

Check tax calculations and compliance. Post freight bills in SAP with correct cost centre allocation. Coordinate with Logistics and Finance teams. Resolve discrepancies with transport vendors.

4.



Advance / Forex Request Processing

Review and validate advance/forex requests from Country Managers.

Ensure required approvals are in place. Coordinate with Treasury for fund processing.

Track settlement and ensure timely adjustments. Maintain documentation for audit purposes.

5. Agreement &

- Legal Coordination

Maintain updated records of vendor and service agreements. Track contract validity and expiry dates.

Notify Legal

Team and Country Manager before expiry. Ensure timely initiation of renewals. Maintain compliance documentation for audit readiness.

6.

Departmental Expense

Management

Process and reimburse marketing tour and travel expenses.

Reconcile corporate mobile, credit card, and fuel expenses.

Ensure timely submission and compliance with policies.

Prepare monthly provision statements for:

Third-party salary / rent / consultancy

Secondary sales commission

Country Manager expenses

Submit provision details to Booking and Finance teams.

7. Coordination &

- Approvals

Follow up with Treasury for payments.

Coordinate with Cluster Head and Finance for approvals.

Liaise with Legal for agreement validation and documentation.

8. SAP &

- Financial Controls

Solid working knowledge of SAP for Debit Note and Freight Bill processing.

Ensure correct GL accounts, tax codes, cost centres, and profit centres.

Maintain ledger accuracy in SAP and Excel. Perform reconciliations and ensure clean financial records.

9. Reporting &

- MIS

Maintain ledger records of Country Managers.

Reconcile balances periodically.

10.

Required Skills &

- Competencies

Financial verification and analytical skills

Attention to detail and compliance orientation

Strong SAP knowledge / Excel

Coordination and stakeholder management

Documentation and audit preparedness

Good communication skills

📌 Admin Executive - International Business (Mumbai)
🏢 Bharat Serums and Vaccines
📍 Mumbai