Department: Admin & Sales
Line Manager: CRO
*Position Overview:
This Admin Office & Sales Support Executive will play a key role in managing the Admin, Human Resource and Finance. The Admin Office & Sales Support Executive will manage the provision of high quality and sustainable administrative support to all departments and to all staffs to enable the smooth running of operations and delivery to meet the business objectives. The Admin Office & Sales Support Executive will handle the office administration, vendor payments, finance & HR assistance for internal administration processes of the offices. The Admin Office & Sales Support Executive will also provide support in the Sales, as well as, Service departments.
*Job Responsibilities:
- Administration:
•Administration of the offices of the company and its properties that include, public utilities board facilities, air-con, internet, telephone connections, office maintenance, vendor payments etc.
•Purchase of office stationeries/office refreshment/postages, amenities and equipment as per requirement and budget
•Flight reservation and ticketing, travel entry visa application and hotel booking (Accommodation) for employees’ agents and guests as per requirements
•Maintain and update travel & staff calendar, Leave Management System (Annual Leave/ Time-off/ Medical/ Examination/Marriage/Parental/Childcare leave records)
- Human Resource:
•Manage insurance for staff (workmen Injury, Hospitalization, Personal Accidental & Travel, Third party liabilities, office insurance car insurance) company properties, assets which includes proper and appropriate insurance coverage, premium payments, renewal and claims
•Coordinate with payroll vendor for payroll processing
- Finance:
•Checking and arrange payment of all employee travel claims according to policies.
•Monthly cash management, maintaining sufficient fund for operations
•Monthly petty cash maintenance
•Sent vouchers of monthly bank and petty cash listing to ZwickRoell Singapore (S$/VND)
•Updating incoming payment from customers
•Processing and payments including checking of all claims (travel, repair & maintenance, medical, phone and other claims)
•Manage vendors and processing vendor payment (suppliers/agents) and other office services
- Service Support:
•Prepare and send service quotation to the customers.
•Help customers prepare bidding documents as per their request.
•Review the purchase order with the final offer.
•Co-ordinate with the customer for advance payment & follow up for outstanding payments.
•Send an invoice as and when service report is received from service engineers
•Prepare service detail statement for customers before an engineer visits the customers.
•Manage annual maintenance contract process.
•Send service order to ZwickRoell Singapore (ZRSG) service team and notify customers about delivery schedule after getting information from ZRSG.
•Prepare and report sales figure and order entry.
•Update quotation file, user list file (customer contact) and working schedule for engineers.
•Do the customs declaration and prepare export documents when receiving and sending calibration tools.
•Follow up and remind customers to make payment for service orders.
- Sales:
•Attend to general sales enquiries and leads via calls and emails.
•Supporting daily/weekly/monthly reports, OE development, WIN/LOST report, competitor report, etc.
•Coordinate throughout the sales process, providing info of sales leads, tenders, quotations, delivery schedule, vendor registration, warranty claim (within 12 months from delivery), etc.
•Work closely with the Sales team on order processing and handover the technical and commercially completed and clarified purchase order towards the country support manager.
•Assure defined workflows and reliable data are available in CRM system by each month end.
•Ensure final acceptance protocol of the delivered machines or instruments are received and the milestone is reported to service
•Perform customer satisfaction survey
•Work with customers and ZRSG shipping executive on shipping documents of machines.
•Follow up and remind customers to make payment.
