Customer Service Specialist

Roles & responsibilities

• Handle all sales orders including manual order entries, processing, releasing orders to factory for processing and arranging local/export shipments.
• Process and maintain accurate records in SAP system of all sales orders, including but not limited to order confirmations, delivery documents, and invoices.
• Liaise with customers on LC opening, verifying bank creditability, resolve discrepancies and have customers issued LC on timely basis. 
• Create sales orders in SAP system and create invoice & invoice calculations.
• Provide support to execution team on Purchase Orders and inter-department requisitions.
• Ensure quick responsive services and follow-ups and build strong relationships with staff, existing and prospective clients.
• Monitor shipment status, inform clients of unforeseen delays or problems and seek alternative arrangements to reduce inconvenience and further delays.
• Generate and update sales order backlog reports and assist on providing updates of order delivery schedules.
• Check and/or prepare invoices and relevant documents from supplier / to Buyer to ensure compliance with terms of agreement.
• Ensure all month end transactions are complete within stipulated timeline.
• Update GRN to Purchase Orders and submit to Finance for payment.
• Review shipping documents, including invoices, packing lists, and certificates of origin.
• Coordinate and monitor import and export shipments to ensure timely delivery.
• Process/Prepare full set of shipping documentation including manual Invoices/Packing lists, Bill of Lading, COO/Form D/E and/or Export Health Cert/cert with Authorities
• Co-ordinate with factory, freight forwarders and suppliers to pick/pack the shipments for delivery to clients and ensure sales orders are delivered on time and according to contract terms and conditions.
• Work closely with Sales Team, Finance Team (receipt of payments) and Factory/suppliers.
• Provide needful logistics enquiry/information/administrative assistance to the Sales Team.
• Other job-related administrative/project support duties as required.

Individuals who possess following skillsets would be preferred:

• Diploma with minimum 5 years of relevant experiences
• Understand contractual terms and obligations to fulfill shipment requirements 
• Able to communicate with vendors and customers
• Good attitude and willingness to excel
• Team player
• Familiar or experience in handling /coordinating order shipments, logistics and invoicing
• Pro-activeness and takes ownership
• Proficient in using SAP systems (SAP Business One) and MS tools