Office Assistant

1. Job Summary:

• Entering and processing customer orders efficiently and effectively within a stipulated time frame with a minimum error rate.

• Liaise with the NORD in Singapore/China/Germany on the orders processed, to ensure the correct pricing and an on time delivery of the ordered goods.

• Coordinating with the freight forwarders to ensure that the correct documents are provided for each shipment. This includes but is not limited to any 3rd party documentation such as Certificate of Origin etc.

• Continuous monitoring of the current order status. Frequent checking of the related stock status as well as the logistical requirement of the running orders to improve on time delivery.

• Conducting a missing parts analysis for each order to be assembled in the workshop, including any related feedback about delivery times to be provided to customers, NORD sales partners and NORD sales.

• On time delivery monitoring/coordination with the NORD in Singapore/China/Germany

• Provide quotations for spare parts, replacement gear motors & inverters and industrial gear boxes. Checking the related stock status to get reliable delivery times to be provided to our customers, NORD sales partners and the NORD sales.

• Checking on a regular base the list of the accounts receivables already overdue provided by Finance and follow up the accounts to guarantee on time payments.

• Liaise with customers regarding Letter of Credit related matters, as well as giving feedback to the related customers / Nord sales partners regarding the specific terms of the Letter of Credit and documents required.

• Liaise with NORD in Singapore/China/Germany and local forwarders on specific local/international delivery requirements.

• Filling of quotations, orders, specifications and any other documentation related.

• Support and comply in full with all company policies, guidelines, standards, local & international laws and regulations, anti-corruption guidelines & legislation, export control legislation & guidelines and any other given working procedures.

• Any other duties that deem to meet customer expectation or internal company needs. In exceptional cases, to conduct any other task given or to be assigned by the Office Manager of the company.

• Support of colleagues within the internal sales team and the order processing/logistics department if current workload requires additional support.

• Coordinate and monitor the movement of goods, materials, and equipment.

• Align with the forwarder/the hired warehouse to manage warehouse activities: receiving, storing, inventory control, and dispatching.

• Education: Bachelor or any other equivalent education or extended working experience within the industry sector.

• Experience: Minimum of 3-5 years of order processing. Experience preferably in the Power Transmission or any other related industry is required.

• Solid knowledge and clear understanding about the order entry & processing preferably with experience in SAP.

• Solid knowledge and understanding about the import/export of goods, the international shipping terms (Incoterms 2010), logistics & forwarding is essential.

• A problem solving attitude is essential to make sure to understand and finally satisfy the individual customer needs and requirements.

• A distinct independent, cooperative and creative working style, combined with the willingness to integrate into the local sales team is essential. Willingness to contribute to the NORD sales team’s targets (Teamwork) should be distinctive.

• A good interpersonal skill set is required. The candidate has to be a self-motivated character, open minded thinker, strong team working and details oriented character and a good communicator showing the ability to build up relationships with customers and NORD sales partners.

• Excellent knowledge of MS Office software, experience in SAP, and basic knowledge in CRM systems would be preferred.

• Fluently written and spoken English.