Officer, Parts Admin

Location Singapore
Discipline Administrative & Secretarial
Job Reference BBBH114699_1654495459
Salary Negotiable
Consultant Name Kang Abelene Marianne Mrs Rozario Abelene Marianne
Consultant Email abelene.kang@manpower.com.sg
Consultant Contact No. 6551 5320
EA License No. 02C3423
Consultant Registration No. R2089914


Officer, Parts Admin

Job Summary:
To meet department objectives through good customer service, accurate quotation and speedy delivery. Also to reduce customer AR aging.

Main Tasks and Responsibilities:

  • Answer parts enquiry via fax, phone, whatsapp and email.
  • Check parts price and stock availability and create parts quotation. To follow up and to file up all quotations.
  • Order processing - Local delivery order and self-collection order. To check and change pricing accordingly for special pricing and additional discount before invoicing.
  • To request via email to sales to seek approvals on "special pricing" or "additional discount". To follow up on approvals and to maintain record with the orders.
  • To place proforma order to reserve stock or for no partial delivery. To follow up and to release order whenever necessary.
  • Answer parts enquiry via fax, phone, whatsapp and email.
  • Check parts price and stock availability and create parts quotation. To follow up and to file up all quotations.
  • Order processing - Local delivery order and self-collection order. To check and change pricing accordingly for special pricing and additional discount before invoicing.
  • To request via email to sales to seek approvals on "special pricing" or "additional discount". To follow up on approvals and to maintain record with the orders.
  • To place proforma order to reserve stock or for no partial delivery. To follow up and to release order whenever necessary.
  • To monitor orders closely with warehouse, to inform customer upon order ready for self-collection and to provide packing details to customer as required.
  • To liaise closely with warehouse on the day-to-day local delivery orders.
  • Delivery arrangement and coordination with warehouse for special transport arrangement.
  • Special delivery arrangement requested by customers, to purchase of barcode and to provide COC document.
  • To monitor back-orders status, follow up with warehouse on ETA dates and to arrange delivery or self-collection upon parts arrival.
  • To arrange transport and coordinate with supplier and customer on misc./attachment/rubber pads orders. To prepare manual invoice and delivery order. To submit supplier invoices for payment approval and payment.
  • Check credit availability before order processing.
  • To prepare TR document for customers financing.
  • To send SOA to customer upon request.
  • To send/email CTC invoices and delivery orders to customer.
  • To submit cash/cheque to accounts on payments for cod orders and AR payment. To update payments in the AR Report file.
  • To assist in calling customer for AR payment.
  • Create new customer accounts in the system and to update any changes on customer information. To follow up closely with warehouse on the new creation via email until creation is completed in the system. To maintain local customer data file.
  • Handle parts return process. Submit DR claim and manual DR claim form to warehouse and to arrange return to warehouse. To monitor and follow up with warehouse on return permission report and credit notes.
  • To issue financial credit notes and credit notes in the system for goodwill to customer.
  • To handle enquiry and orders on Online Parts System. To report and liaise with customers and support team on issues on the system.
  • To handle enquiry and orders on Logistics Eprocurement System. To process quotation and orders. To update invoice upon order completion.
  • Matching and photocopying of invoices and delivery orders with sales orders. To mail out invoice and delivery orders to customers for billing purpose. To file up sales orders after order completion.

    Key Skills:
  • Self-motivation with ownership to fulfil tasks. Cheerful personality.
  • Tactful in handling difficult customers.
  • Good knowledge of computer application software. Ability to learn in-house applications.
  • Equip with knowledge of multi-functional areas, such as Sales, Logistics and Shipping, Finance, etc. will be a plus.

    External:
  • Customers
  • Vendors
  • Auditors

    Internal:
  • Singapore Owned Dealership team - Parts Sales, Service, Machine Sales
  • Finance
  • Auditors

    Required knowledge & experience:
    1. Education/Professional Qualifications required for the position:
  • Relevant diploma with 5 years relevant experience in similar field.
  • Excellent computer skills, especially Microsoft Office

    2. Additional Important Requirements:
  • Good communication and interpersonal skills
  • Able to interact with people at all levels

  • Interested applicants, please submit your resume to: abelene.kang@manpower.com.sg
    Abelene Marianne Kang Mrs Abelene Marianne Rozario R2089914
    EA License No: 02C3423 Reg No: 199505951H

Kang Abelene Marianne Mrs Rozario Abelene Marianne

EA License No.: 02C3423 | Personnel Reg No.: R2089914

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