Job Descriptions:
Order Processing Functions:
- Acknowledge and manage distribution of PO that are received through central channels or different sources.
- Review PO against quote or agreement to ensure contents matches the offer and terms. Resolve any discrepancies found in PO and request customer to make amendment.
- Laise with Sales team for the work order processing instruction of order fulfillment.
- Conversion of Purchase Order (PO) into Sales Order (SO) through system and ensure the accuracy of data entry. (Including: Price verification & Inventory checks)
- Coordinate with Document Controller (DC) / Engineer to ensure timely completion of drawings.
- Processing of Work Order (WO) or Purchase Requisition (PR) for customer order fulfillment.
- Follow up with Production or Procurement for WO / PR consent date and ensure timely completion or receiving of order.
- Provide confirmation and delivery schedule of goods to the customer.
- Update customer on the changes to the delivery schedule of their order.
- Planning of shipment schedule and liaising with Logistic department on goods delivery and shipment services.
- Ensure the accuracy of invoice information against customer PO and logistic arrangement are met to customer requirement.
- Update shipment details to the customer upon completion of delivery.
- Monitor stock level (especially high runner products) of Finished Goods (FG). Trigger for any stock replenishment when running low.
- Posting of invoice to the customer designated portal / email / post mail.
Sales Support Functions:
- Issue & submit RFQ to RFQ team for costing.
- Create quotation and follow up on the order status for the quotation with customer & sales team.
- Issue and create PDRF in GSS system to EQT Engineering from RFQ checklist (RFQ Tool) given by Sales.
- Propose appropriate solutions to address customer queries based on sales or customer management knowledge.
- Update sales and customer on order delivery status.
- Assist in resolving orders related to the customer feedback & complaint.
Administrative Functions:
- Work on Improvement Projects assigned by superior.
- Generate various weekly / monthly & quarterly reports.
- Prepare and submit commission report for sales agents.
- Track and ensure closure of outstanding documents like Open SO (Books) / Progress Invoices & Shipments.
- Ensure the posting of customer invoices is to be done on the same day or the next working day after the delivery.
- Ensure any change of order control processes are completed according to procedure.
Requirements:
- Proficiency in ERP Software.
- Strong skills in systematic co-ordination, analysis & follow up.
- Great communication and interpersonal skills.
- Customer Relationship Management.
- Proficiency in MS Office.
- Knowledge of Supply Chain & Inventory Management.
- Proficiency in Presentation software.
- Engineering knowledge and the ability to read technical drawings are a plus.
