Administrative Assistant

Administrative Assistant

As a Administrative Assistant, you will play a key role in supporting our customer service operations by goods order and delivery processes. In addition to handling transactional aspects, you will contribute to the overall efficiency of the customer service department through various administrative tasks.

Key Responsibilities:

Administrative Role (5%)

Responsible for the efficient handling of daily office operations and support tasks.

Daily Administrative Responsibilities:

1. Manage and attend to visitors at the office entrance.
2. Collect and distribute incoming mail from the mailbox.
3. Assist the Sales Team with occasional accommodation arrangements.
4. Monitor and maintain stock levels for office and pantry supplies.
5. Coordinate with the weekly housekeeping service provider.
6. Liaise with the monthly air conditioning maintenance provider.

Customer Service Executive Role (95%)

Responsible for managing customer orders and ensuring smooth processing from order receipt to delivery.

Order Processing

1. Receipt of Customer Purchase Orders (P/O)

• Acknowledge receipt of the P/O via email.

2. P/O Verification:

• Confirm the following:
  • Pricing accuracy
  • Existence of related quotations
  • Applicable SPR (Special Price Request) approvals

3. Sales Order Creation:

• Ensure completeness of:
  • Shipping & Billing addresses
  • Expected delivery date
  • Customer PO reference
• Input customized item details as needed:
  • Customer material code
  • Customer PO reference number
  • Line position
  • HS code (for overseas orders)
  • Country of Origin
• Define Incoterms

4. Payment terms:

Advance Payment:

• Generate Proforma Invoice using BASG bank.
• Inform customer to complete payment before processing factory order.
• Send payment reminder after 2 days if payment not received.

Cash on Delivery (COD):

• Ensure payment is received before dispatching goods.

Credit Terms:

• Process according to agreed terms.
• Update the Sales Order reference and date on the P/O.
• Save the P/O in the Procurement folder for factory purchase (Bee Leng).
• Note: For advance payment orders, put on hold until payment is received, then move to the Procurement folder.

5. Estimated Time of Delivery (ETD) Updates:

• Retrieve updated ETD information updated by Bee Leng from the Procurement folder.
• Update the delivery date column (add on 2 weeks’ notice) in the SBO system
• Notify customer via email of the updated ETD.
• Move P/O to the "All Customer P/O" folder.

6. Delivery & Invoicing:

For Overseas Customers:

• Provide package details to arrange their own shipping.
• Issue delivery orders (D/O) and invoices (hardcopy allowed).

For Local Customers:

• No delivery orders issued on Fridays.
• Allow approx. 2 working days for local delivery.
• For COD Customers:
  • Send Proforma Invoice in advance to secure payment before delivery.

7. Finalization:

• Update invoice references on the P/O and file in the "P/O Completed" folder.
• Save invoice PDFs to the "Tax Invoice" folder.
• Retrieve proof of delivery (AWB/D/O) and email to the customer with the invoice soft copy.

Requirements:

· Qualifications in the Order and Goods delivery processor or related field

· Prior experience in SAP would be highly desirable

· Attention to detail and accuracy in data entry

· Good time management and organisational skills

Administrative Assistant

As a Administrative Assistant, you will play a key role in supporting our customer service operations by goods order and delivery processes. In addition to handling transactional aspects, you will contribute to the overall efficiency of the customer service department through various administrative tasks.

Key Responsibilities:

Administrative Role (5%)

Responsible for the efficient handling of daily office operations and support tasks.

Daily Administrative Responsibilities:

1. Manage and attend to visitors at the office entrance.
2. Collect and distribute incoming mail from the mailbox.
3. Assist the Sales Team with occasional accommodation arrangements.
4. Monitor and maintain stock levels for office and pantry supplies.
5. Coordinate with the weekly housekeeping service provider.
6. Liaise with the monthly air conditioning maintenance provider.

Customer Service Executive Role (95%)

Responsible for managing customer orders and ensuring smooth processing from order receipt to delivery.

Order Processing

1. Receipt of Customer Purchase Orders (P/O)

• Acknowledge receipt of the P/O via email.

2. P/O Verification:

• Confirm the following:
  • Pricing accuracy
  • Existence of related quotations
  • Applicable SPR (Special Price Request) approvals

3. Sales Order Creation:

• Ensure completeness of:
  • Shipping & Billing addresses
  • Expected delivery date
  • Customer PO reference
• Input customized item details as needed:
  • Customer material code
  • Customer PO reference number
  • Line position
  • HS code (for overseas orders)
  • Country of Origin
• Define Incoterms

4. Payment terms:

Advance Payment:

• Generate Proforma Invoice using BASG bank.
• Inform customer to complete payment before processing factory order.
• Send payment reminder after 2 days if payment not received.

Cash on Delivery (COD):

• Ensure payment is received before dispatching goods.

Credit Terms:

• Process according to agreed terms.
• Update the Sales Order reference and date on the P/O.
• Save the P/O in the Procurement folder for factory purchase (Bee Leng).
• Note: For advance payment orders, put on hold until payment is received, then move to the Procurement folder.

5. Estimated Time of Delivery (ETD) Updates:

• Retrieve updated ETD information updated by Bee Leng from the Procurement folder.
• Update the delivery date column (add on 2 weeks’ notice) in the SBO system
• Notify customer via email of the updated ETD.
• Move P/O to the "All Customer P/O" folder.

6. Delivery & Invoicing:

For Overseas Customers:

• Provide package details to arrange their own shipping.
• Issue delivery orders (D/O) and invoices (hardcopy allowed).

For Local Customers:

• No delivery orders issued on Fridays.
• Allow approx. 2 working days for local delivery.
• For COD Customers:
  • Send Proforma Invoice in advance to secure payment before delivery.

7. Finalization:

• Update invoice references on the P/O and file in the "P/O Completed" folder.
• Save invoice PDFs to the "Tax Invoice" folder.
• Retrieve proof of delivery (AWB/D/O) and email to the customer with the invoice soft copy.

Requirements:

· Qualifications in the Order and Goods delivery processor or related field

· Prior experience in SAP would be highly desirable

· Attention to detail and accuracy in data entry

· Good time management and organisational skills