Administrative Assistant cum Service planner

VIKING Life-Saving Equipment – Your global full scope maritime safety partner.

What you can expect in a Local Service Planner Role at VIKING:

Responsibilities:

· Working according to current internal communication standards, such as responding to all inquiries from other VIKING Subsidiaries in Service Now.

· Handling of service complaints, report non-conformities (NCR) and assist with corrective actions. Together with Service Manager, the Local Service Planner is responsible for keeping organized records of business-related documentation such as approvals certificates. VMS (VIKING Management System) documentation, administrative manuals, etc. and ensure timely documentation.

· Maintaining data, such as capacity, equipment etc.

· Manage service in an optimal and cost-effective way for the customer and VIKING.

· Provides clear and precise planning (for both agreement and non-agreement customers) and service updates according to the defined service planning standards (between LSP & CSP, VIKING Stations and HQ).

· Ensure timely processing of documentation for order handling and enable fast invoicing to the customer.

· Promote and upsell VIKING's product and services to current and potential customers in his/her territory in accordance with sales priorities. Also, to cultivate and maintain good relationships.

· Capacity planning and utilization of technicians, SOA stock, floor space and spare parts.

· Ensure timely notifications and follow-up to our customers.

· Ensuring capacity planning calendar in Service Now updated.

· Ensure checklists are available and assessable for technicians.

· Ensuring spare parts are ordered and available for technicians prior to service jobs taking place.

· Coordinate and follow up the supply of parts from suppliers / subcontractors.

· Responsible for planning/arrange transportation of barges/crane to and from the vessel if required. Responsible for correct transports docs.

· Follow-up and support technicians during service jobs, to make sure service is performed as planned.

· Follow-up on rejections and technician's checklist usage.

Task

· Billing/Invoice: Agreement, Managed & Local Service

· Issue final certificates.

· Issue purchase orders (Oriental, Flights, (New Shan Travel), Subcontractors)

· Cancellation of Service Orders (e.g. duplicate, cancelled orders)

· Upload invoices on customers e-portal (if required) or send email to them.

· Bill internal orders (within organisation)

· Issue Credit notes (CN) (After tax invoice has created): For discounts or final amounts disagreements (to re-issue invoice)

· Creation of Service Orders (if ServiceNow is not auto generated)

Preferred Qualifications

· Excellent customer contact (verbal and written)

· Satisfactory level of Office Programs (Excel, Word, PowerPoint).

· Having a customer-oriented mindset.

· Excellent coordination, planning, and follow up skills.

· Being responsible and team oriented.

· Building relationship and trust with customers and global planners.

You’ll Love:(Benefits)

· Competitive compensation package

· Medical & Insurance

· AWS

· Performance Bonus