Branch Administrator

Company :

Job Content

• To ensure all matters related to product support operations and branch administration run smoothly. The critical areas of work include branch administration, service operations, and parts operations (warehouse and parts counter).
• To optimize parts department processes while maximizing return on investment through parts sales, inventory control, and expense management, with the highest level of external customer satisfaction.

Service & Parts Operations

To handle all service and repair enquiries from customers related to the following

• Quotation issuance
• Service call opening (non-PM jobs)
• Purchase Requisition (PR) issuance for local parts and back-order parts to SDI parts operations, Head Office
• Specific form issuance e.g invoice back out form opening credit account, raise exemption form for suspense customer account, CNRM for customer CN request.
• Maintain proper filing for all documents related to the service/ repair jobs.
• Monitoring timecards on daily and monthly basis with report and to do the data entry of timecard.
• To check and do data entry for labor, parts and miscellaneous prior job invoicing.
• Sales order creation from all customers including walk-in customers.
• Coordinate parts delivery with HQ & local parts delivery with OVR vendors appointed.
• Inventory Management for conducting monthly stock count (upon request) and ensure no outstanding weekly housekeeping in AX (weekly basis)
• To raise PR for non-trade items to shared services To advise estimate time arrival (ETA) and review need-by-date (NBD).

Accounting

To raise Sundry Parts Sales invoices for credit sales to customers, service departments, and branches. To ensure the correct discounts and accounts are applied, and to check customers’ outstanding balances before releasing parts.

Administrative

• Act for the storekeeper as at when required or whenever the storekeeper is on leave.
• Ensure all fixed assets are well maintained including small value assets (tools).
• Control monthly external expenses (e.g transportation, stationery & small tools).
• Request vendor quotation for any service job/ local parts purchase. Raise purchase requisition from (PR) for parts & service purchases including non-trade items.
• Ensure all documents (vendor quotation, customer PO, approved PR) are submitted/ attached for PO requests. Request vendor statement to ensure no long overdue vendor invoice is pending issuance of PO.
• Ensure correct information like financial dimension, SOS code, procurement category etc. is provided/ selected for AX transactions.
• Ensure no outstanding for all cash sales accounts. Customer payment slips for cash accounts are submitted immediately to finance personnel for posting in AX.

Counter

• Promote, sell and process sales order over the counter or through other means of communication.
• Assist customers in problems regarding parts calls, enquiries, sales etc. Maintaining accurate daily cash sales record and sending the report to branch cashier,
• Maintain proper filing of relevant supporting documents for all AE Parts/ Service Invoices.
• Scan invoice and email to MEX (SDP Finance) to get the payment.