Job Description: Order-to-Cash (OTC) Specialist

Job Title: Order-to-Cash (OTC) Specialist Department: Finance / Accounts Receivable Reports

To: OTC Team Lead / Finance Manager Job Type: Full-Time

1. Job Summary

The Order-to-Cash (OTC) Specialist is responsible for managing end-to-end order-to-cash

activities, ensuring accurate and timely processing of customer orders, billing, cash

application, accounts receivable, collections, and account reconciliations.

The role ensures efficient cash flow management, timely collection of outstanding

receivables, accurate financial records, and compliance with company policies and internal

controls.

2. Key Responsibilities

A. Customer Order Management

• Review and process customer orders accurately and within agreed service-level

agreements (SLAs).

• Validate customer information, pricing, payment terms, and credit limits.

• Ensure orders comply with company policies and approval requirements.

• Coordinate with sales, customer service, and logistics teams to resolve order-related

issues.

• Monitor order status and follow up on pending or incomplete orders.

B. Billing and Invoicing

• Generate and process customer invoices accurately and on time.

• Ensure invoices comply with contractual agreements, pricing, and tax requirements.

• Perform billing reconciliations and investigate invoice discrepancies.

• Process credit notes, debit notes, and billing adjustments with appropriate approvals.

• Resolve customer billing disputes in collaboration with relevant departments.

C. Cash Application and Allocation

• Process incoming customer payments accurately and timely.

• Match and allocate customer payments against outstanding invoices.

• Investigate unidentified, unapplied, and partially applied cash.

• Perform bank and customer account reconciliations.

• Follow up with customers and internal stakeholders to obtain remittance advice.

D. Accounts Receivable and Collections

• Monitor outstanding customer balances and ageing reports.

• Perform regular collection follow-ups through emails and calls.

• Manage overdue accounts and escalate high-risk or long-outstanding balances.

• Resolve payment discrepancies and customer account issues.

• Support credit control activities and monitor customer credit limits.

• Maintain accurate collection records and follow-up documentation.

E. Customer Account Management

• Respond to customer queries regarding invoices, payments, outstanding balances,

and account statements.

• Prepare and distribute customer statements of accounts.

• Perform customer account reconciliations.

• Investigate and resolve account discrepancies.

• Maintain positive relationships with customers and internal stakeholders.

F. Month-End Closing and Reporting

• Perform month-end accounts receivable activities.

• Reconcile AR sub-ledger against the general ledger.

• Prepare AR ageing, collection, and cash application reports.

• Support bad debt provisions and doubtful debt assessments.

• Assist with audit requests and provide supporting documentation.

• Ensure all transactions are accurately recorded within the reporting period.

G. Process Improvement and Compliance

• Ensure compliance with company policies, accounting standards, and internal

controls.

• Identify opportunities to streamline OTC processes and improve operational

efficiency.

• Maintain proper documentation and audit trails.

• Support automation and digital transformation initiatives.

• Participate in continuous improvement projects.

3. Qualifications and Requirements

• Diploma or Bachelor's Degree in Accounting, Finance, Business Administration, or a

related field.

• 2–5 years of relevant experience in Order-to-Cash, Accounts Receivable, Billing, or

Collections.

• Experience working in a Shared Services Centre (SSC) environment is an advantage.

• Familiarity with ERP systems such as SAP, Oracle, Microsoft Dynamics, or similar.

• Good understanding of accounting principles and accounts receivable processes.

• Proficient in Microsoft Excel and other Microsoft Office applications.

• Good communication and stakeholder management skills.

• Strong analytical, problem-solving, and negotiation skills.

• Ability to manage multiple priorities and meet deadlines.

4. Key Competencies

• Strong customer service orientation.

• Effective communication and interpersonal skills.

• Strong analytical and problem-solving abilities.

• Attention to detail and accuracy.

• Good negotiation and collection skills.

• Ability to manage high-volume transactions.

• Strong ownership and accountability.

• Ability to work independently and as part of a team.

• Continuous improvement mindset.

5. Key Performance Indicators (KPIs)

KPI Measurement

Billing Accuracy Percentage of invoices issued without errors

Billing Timeliness Percentage of invoices issued within SLA

Cash Application Accuracy Percentage of payments correctly allocated

Cash Application Timeliness Percentage of payments allocated within SLA

Collection Effectiveness Collection performance against targets

Days Sales Outstanding (DSO) Average number of days to collect receivables

Overdue Receivables Percentage or value of overdue AR

Dispute Resolution Average time taken to resolve billing disputes

Unapplied Cash Value of unidentified or unallocated payments

Account Reconciliation Timely completion of customer account reconciliations

6. Expected Outcomes

• Accurate and timely customer billing.

• Improved cash flow and collection performance.

• Reduction in overdue receivables and unapplied cash.

• Effective resolution of customer billing and payment disputes.

• Improved customer satisfaction and stakeholder relationships.

• Strong compliance with financial controls and accounting policies.

• Continuous improvement in OTC operational efficiency.

7. OTC End-to-End Process Coverage

1. Order Management

Customer order receipt, validation and processing.

2. Credit Management

Credit checks, credit limits and risk assessment.

3. Order Fulfilment

Coordination of delivery and order completion.

4. Billing and Invoicing

Invoice generation and distribution.

5. Cash Collection

Monitoring receivables and following up overdue accounts.

6. Cash Application

Matching and allocating incoming customer payments.

7. Accounts Receivable Reconciliation

Customer account and GL reconciliations.

8. Reporting and Closing

Month-end closing, AR ageing and financial reporting.