JOB PURPOSE
• Deliver a range of operational support services to enable functions such as sales or customer service to operate effectively. They will operate within specific processes and procedures and will be fairly closely supervised. Roles at this level undertake administrative processes in accordance with clear instructions. Interaction with others is based on the requirement to provide and act upon routine requests for information.
Accountability Areas
Key Related Activities
• Undertake administrative duties in accordance with established processes including data input, dispatch of invoices and processing & tracking payments
• Keep and update mail and correspondence, both incoming and outgoing
• Maintain existing databases to store files and data, etc; in specified formats
• Photocopy, file and distribute records or documents (delivery note, invoice, packing list, certificates of quality, certificate of origin, B/L...)
• May receive visitors and provide/request basic information in person and by telephone in a courteous and appropriate manner, to promote a positive image of the department and the company
• Receive and transmit telephone messages as directed
• Respond to customer's enquiries in accordance with standard instructions in order to resolve the issue, escalating where necessary
Details of task may including but not limited to:
• Receive customers' inquiry, configure new products in SAP and maintain material master data
• Check production lead time with planning for in house produced products
• Do sourcing for imported goods from oversea branch offices and plants (for the best price, the lowest landed costs and the shortest lead time)
• Receive customers' purchase orders, check data accuracy and upload into SAP, then send sales order confirmation to customers
• Release purchase orders for imported products and track assembly status
• Send shipping schedule to planning every week, push production and arrange delivery with warehouse
• Provide documentations of goods for customers (delivery note, invoice, packing list, certificates of quality, certificate of origin, B/L...)
• Track customers' payments
• Follow up contracts with customers
• After sales service (provide spare parts, receive and resolve customer complaints, ..) Prepare weekly/monthly report of domestic sales to GD/
sales manager• Order processing- entering of orders onto the computer system, co-ordination of final cross check & contract review confirmation
• Distribution of contract documentation & filing in outstanding contracts file, other documents: C/O, C/Q, COC, Warranty Certificate, Letters ...
• Co-ordination & distribution of manufacturing orders and pickers, delivery notes and invoices
• Maintenance of SAP, CRM, Mosaico, BO
• Control pricing, packaging, lead time, freight charge, turnover, backlog, invoicing, Updating credit status of customers, stock.
• eMarketing activities as directed from time to time. Handling & distribution of incoming & out coming post
• Support to look for potential customers via Internet and make appointment for salesmen
• Support to handling travel, accommodation & training arrangements as well as sickness/ holiday/ absence records
• General filing & office administration of Sales Dept.
