Service Administrator Cum Warehouse Assistant

Position Summary

Provide support to the Service Division in all administrative work so as to ensure the smooth day-to-day operation of the team. This includes planning and coordinating all service requests, preparing new & renewal service contracts and following up on service jobs to ensure all in order & ready to invoice on timely manner.

Responsible for overseeing the efficient receipt, storage, value-adding servicing, and dispatch of a wide variety of products. You will be a key link in the chain of supply and demand, ensuring that products are processed and delivered (issue out) accurately and efficiently to meet customer requirements.

Responsibilities

1. Maintain accurate records, prepare reports, and manage documentation related to service operations

2. Maintain strong communication with internal customers, addressing their inquiries and concerns promptly and professionally.

3. Ensure that the service department daily operational complies with relevant regulations and internal company quality standards.

4. Collaborate with vendors and suppliers to procure necessary materials and services

5. Maintain data integrity and accuracy in SAP CS module by inputting data for the purpose of creating service notification, service orders, purchase requisitions, picking lists, delivery notes, Invoices, etc.

6. Work with Finance, Hub & CCC to ensure accurate documentation of service claims, invoices and final statement of account.

7. Plan and secure the handover of completed projects obligations from the Project Department and advise on any special terms and conditions committed to clients. Highlights to responsible Service Engineer / Service Operational Team on such commitments.

8. Monitor man hours, efficiency and productivity captures in SAP against budget so as to ensure proper resource utilization while maintaining service profitability.

9. Ensure the submission of inspection documents are timely and in compliance with local statutory board’s requirements (if any).

10. Coordinate and assist service engineers and/or immediate superior in monitoring work in progress and following up on service jobs so as to ensure providing optimum level of support to the service team in fulfilling department’s targeted profitability and meeting customer satisfaction.

11. Extract and input labour hours & travelling time into SAP CS Module of all service staff and ensure information is constantly and accurately updated and maintained for monitoring and analysis of productivity levels.

12. Handling of Service Division incoming telephone calls according to Company’s Telephone Etiquette Service Standard

13. Monitor inventory levels and ensure adequate stock for upcoming orders while maintaining inventory accuracy through regular cycle counts and reconciliation. Including monitoring stock levels, conducting regular audits, and implementing strategies to minimize stock discrepancies.

14. Plan and coordinate the workflow and operations within the warehouse to optimize productivity and minimize delays.

15. Implement and maintain quality control standards to ensure products meet the required standards, quality and safety standards before leaving the warehouse.

16. Enforce safety regulations and ensure compliance with company policies and procedures to create a safe work environment.

17. Prepare regular reports on warehouse activities, such as inventory levels, performance metrics, and discrepancies, to provide insights to management and facilitate decision-making.

18. Coordinate maintenance of warehouse equipment, ensuring that all machinery is in good working condition and addressing any issues promptly.

19. Oversee the shipping and receiving processes, verifying the accuracy of shipments and ensuring timely and efficient delivery.

20. Collaborate with the customer service team to address customer inquiries and complaints promptly and effectively.

21. Ensure that all safety procedures and regulations are followed within the warehouse, promoting a culture of safety among all staff members.

22. Coordinate with logistics and transportation teams to ensure timely and accurate shipment and delivery of products.

23. Prepare regular reports on warehouse activities, such as inventory levels, operational performance, and any incidents, and maintain comprehensive documentation for record-keeping and audits.

24. Identify areas for improvement within the warehouse and implement strategies to enhance efficiency and productivity.

25. Manage inventory, workshop and equipment, ensuring that the operation team has the necessary resources to perform their duties effectively and efficiently

26. Analyze existing administrative processes and identify opportunities for optimization and efficiency improvements.

27. Proactively identify and develop an effective assessment mechanism to track and measure team’s performance and deliverables on a regular basis. This includes analyzing individual performance and to derive corrective action plans if necessary.

28. Plan and coordinate within service department; meetings all direct reporting timely to ensure effective communications of work quality, leave arrangement, improvements and etc.

29. Assist Service Engineers in arrangements of Load Test PE/Transport/Load/Technicians before expiry date up to billing and handover certificates to Customers.