ROLE DESCRIPTION
This position reports to the Demand Management Supervisor. The associate is responsible for administrative support to Demand Management department related to Order Processing, Order Invoicing and coordinating the daily with relevant departmental activities; and performs related work as required.
SPECIFIC RESPONSIBILITIES
1. Sales Support:
· Assist sales team with administrative tasks, including preparing sales reports, maintaining customer records, and managing correspondence.
· Coordinate with sales representatives to ensure timely and accurate processing of orders.
· Communicate with customers regarding order status, billing inquiries, and other sales-related matters.
· Issuing sales orders and purchase orders under the New Business Model.
2. Invoice Processing:
· Assist in issuing Goods Received Notes (GRN) for allocated orders upon completion.
· Generate and issue delivery orders accurately and promptly for outgoing shipments.
· Generate and process invoices accurately and in a timely manner.
· Verify pricing, quantities, and discounts against sales orders and contracts.
· Ensure invoices are sent to customers promptly and in accordance with established procedures.
· Address any discrepancies or issues related to invoices promptly and efficiently.
· Monitor and follow up on orders pending delivery or invoice processing, ensuring smooth order fulfilment.
3. Data Entry and Recordkeeping:
· Enter sales orders, customer information, and invoice details into the company's database or accounting system.
· Maintain accurate and up-to-date records of sales transactions, payments, and account balances.
· Organize and file sales documents and invoices for easy retrieval and reference.
4. Financial Reporting:
· Assist in preparing financial reports and statements related to sales and accounts receivable.
· Reconcile sales data and invoices with accounting records to ensure accuracy and completeness.
· Collaborate with the finance team to resolve any discrepancies or variances in sales and invoicing data.
· Prepare weekly and monthly sales invoicing reports, highlighting key metrics and trends.
· Generate monthly reports for the commercial dashboard, providing insights into sales performance and relevant metrics.
5. Other processes and support
· Coordinate with DHL and local courier services to arrange shipments and ensure timely deliveries.
· Coordinate with forwarder on logistic arrangement which includes overseas shipment, local trucking, issuing CIPL
· Responsible for submitting waivers in system as required.
· Manage office stationery and other related office purchases, ensuring availability and cost-effectiveness.
· Perform other duties as assigned.
