Customer Service Executive

1. Job Purpose

As a customer service Executive, manage & coordinate sales and purchasing daily routine for Foundry division Vietnam.

2. Direct Reports

Sale Engineer – Foundry, Vietnam.

3. Key result Areas

a) For Sales Coordinator

• Coordinating sales daily routine – sales order processing, liaise with third party warehouses on the packing for delivery, distribution/transportation arrangement & follow up after despatched.
• Customer service – incoming call, follow up shipping status and after distribution, customer enquiry, customer quotation preparation & etc.
• Inventory control – monitor and reorder level stock based on previous record and existing customer usage.
• Support sales person (during travelling) on stock, unit price & etc.
• Third party warehouse monthly invoices verification prior to SE approval.
• Stock reconciliation – end month stock tallying between physical (third party) & system (SAP), verify & rectify variances and proper documented.
• Sales document – monthly filing for audit purpose.
• Customer order fulfil in time.
• Ensure cash sales strictly follow CMR policy – full payment before delivery.
• Customer AR collection.
• Maximise work efficiency by reduce no of credit note.
• Minimise distribution cost through proper despatch arrangement.
• Properly control inventory days & smooth supply to customer.
• Ensure latest selling price updated to customers.
• Ensure no legal issue on the hazardous Materials.
• Ensure correctness of bill from 3rd party warehouse.
• New customer code and product code generation and follow up.

b)For Purchasing

• EPR – follow up on the approval chain.
• Purchase order processing – ensure correctness of data transfer from ePR to SAP Purchase Module, follow up on PO approval chain and order acknowledge from supplier.
• Incoming shipment – liaise with supplier for full shipping details & docs, liaise with shipping agent for custom clearance including correctness of HS code, sales tax & import duty, and advise 3rd party warehouse for the receiving.
• GRN (Good Receive Note) generation – verify the PL and GAR from 3rd party warehouse with SAP system, life stock data entry, and advise finance for landed cost and payment preparation.
• New vendor code and product code generation and follow up.
• Stock adjustment – raise stock adjustment form in lotus note for any variances in the stock reconciliation from customer service.
• Interco & 3rd party supplier pricelist – liaise with supplier on the latest price and lead time.
• HS code – ensure the correctness of traffic code for dangerous and generation cargo.
• Shipping agent / forwarder monthly bill/invoices verification prior to SE approval – Empire & AES.
• Transporter monthly bill/invoices verification prior to SE approval.
• GRN end month report for FM verification.
• Purchase docs filing as per audit requirement.
• Ensure Purchase Order completed in time.
• Ensure GRN generation accurately as per GAR and PL.
• Ensure incoming shipment arrive in time.
• Minimise shipping and forwarding cost through proper shipping docs control.
• Ensure proper control in inventory days & smooth supply to customer.
• Ensure latest buying price being updated.
• 3rd party supplier price negotiation.
• Ensure no demurrage charge due to delay in custom clearance.
• Ensure correctness of the transportation, shipping agent and forwarder bill.
• Ensure no legal issue on importing DG cargo.

1. Qualifications:

• Job holder should be minimum graduate / Diploma holder in any field. Business Admin, Marketing, Warehousing & Logistic is a plus.

 2. Experience:

•  Work experience with computer operation – customer service & marketing, procurement, warehousing & logistic, and import & export, custom clearance is essential.

 3. Knowledge:

•  Good command in English and Vietnamese
• Foundry and chemical knowledge are plus.
• SAP experience is preferred.

 4. Skills & Behaviour:

•  Good EQ and interpersonal skills are a must as the job requires daily communication to get job done with customer, warehouse, transporter and inter-department.
• Highly motivated self starter
• Flexibility and ability to work under pressure.