Order Processing Executive

*Job Purpose:
1. To manage and execute the orders from customers
2. To ensure accurately and timely delivery as per customer request/expectation
3. Effectively manage and control delivery cost to customer
*Key Responsibilities:
+ Order Processing job:
1. Support to review sales contract to ensure commercial and delivery term are met before actual signing of contract.
2. Receive, check sales orders and carry out to process the sales orders until delivering the goods to customer.
3. Issue and update Order Confirmation (pump and valves) to Salesman.
4. Weekly update and monitor all sales orders status in Sales Order Book excel file
5. Filing all documents regarding sales orders in a good manner for easy traceability and follow up.
6. Work closely with Logistic Coordinator about ETA (estimate time of arrival) to meet customer's requirement.
7. Check and feedback about documents from factories/suppliers.
8. Work with warehouse operator/customer about delivery plan and arrange to deliver goods to customers.
9. Prepare and send all documents requested in signed contract to customers.
10. Handle customer's complaint about delivery, shortage of goods, documentation, etc.
11. Check with Finance Department about outstanding debt of customer before delivery.
+ Inventory/ Local Delivery job:
1. Handle inventory control in SAP system.
2. Send stock (pump, valves and spare part) report on weekly basis.
3. Check and confirm delivery date for valve orders.
4. Doing Goods receipt in SAP and cooperate with Finance Department to monitor goods receipt.
5. Cooperate with warehouse operator and QC to check and feedback about conditions of goods when receiving.
6. Contact and work with customer for goods delivery as per contract's terms.
7. Issue Delivery Note in SAP.
8. Plan and arrange local transportation to deliver goods to customer's site.
9. Make sure local transportation cost in under control based on order calculation sheet.
10. Manage local transportation companies: quotation, delivery time, customer's regulation, etc.
11. Review and provide half-yearly performance evaluation of transporter.
12. Working with transporter for any claim from customers.
13. Support other department for inventory requirement.
14. Any other ad-hoc task or job assigned by manager.
*Key relationship:
+ Internal:
- Sales support team, Sales, Finance, QC, warehouse, logistic
- Line manager
+ External:
- Local suppliers/services: local transportation ...
- Customers: purchasing, warehouse department ...
*Other Function: To carry out any other duties as and when instructed by the Management.
*Department: Order Processing
*Reporting line: Production Manager