Sales & Office Admin Assistant

Job Summary:

As a Sales and Office Admin Assistant, you will manage day-to-day sales administrative operations, including sales support, customer service, order processing, inventory control, and office administration. You will also support marketing activities, ensure compliance with management systems such as SCGC, ISO, and OHSAS, and uphold statutory legislations and group accounting policies. Additionally, you will handle other responsibilities as assigned.

Responsibilities:

Sales Support:

• Handle sales enquiries and assist in preparing sales quotations.
• Monitor compliance on customer quotes and enquiries.
• Maintain client database and attend to client enquiries.
• Ensure rebates, discounts, and commissions are properly claimed and recorded.
• Maintain records of demo and consignment goods.

Customer Support:

• Perform sales order processing, including packing lists and delivery arrangements.
• Liaise with customers and internal sales teams for fulfilment and shipments.
• Ensure prompt and accurate acknowledgement and shipment of customer orders and liaise with customers during all order processing stages.
• Handle customer enquiries, changes, and delivery/shipment requests.
• Submit monthly and quarterly strategic goods reports to Singapore Customs.
• Prepare and liaise with Sales Personnel on weekly sales reports to the UK.

Logistics Arrangements:

• Liaise with shippers, customers, and UK office for incoming/outgoing freight.
• Generate required documentation related to shipments and ensure compliance with export requirements.

Returns & Repairs:

• Serve as the initial point of contact for customer return requests, sales, workshop, and UK office.
• Issue repair order quotations and ensure purchase orders are received from customers.
• Maintain and update repair turnover reports for monthly reporting.
• Handle customer enquiries (excluding repair status), changes, and delivery/shipment requests.
• Act as a backup for RMA repair creation.

Hire & Rental:

• Process customer requests for hire and rental of equipment.
• Maintain the hire database and monitor the return of hire and rental equipment.

Inventory Controls:

• Liaise with Workshop on stock matters, including weekly replenishment.
• Coordinate with the UK on rebates and inventory confirmation.
• Maintain Syspro Inventory Control and demo goods.

Secondary Responsibilities:

Admin & Records Controls:

• Manage office building, facilities, equipment, and supplier records.
• Liaise with travel agents and hotels for travel and accommodation bookings.
• Coordinate sales team travel and visa applications.

Office Administration:

• Arrange hotel and travel logistics, maintain office facilities/equipment/telecommunications, and assist with employee training arrangements and sales/marketing events.
• Maintain and update software and computer lists.
• Coordinate with UK IT on staff IT requirements.
• Assist in organizing filing records.

Qualifications:

• GCE ‘O’ level/GCE ‘A’ level/Diploma in Supply Chain or related field.
• Minimum 1 year of working experience in a similar position, or fresh graduates are welcome to apply.
• Excellent interpersonal communication skills for dealing with external and internal stakeholders, including UK headquarters.
• Meticulous and detail-oriented.
• A team player with the ability to handle ambiguity.

Note: Applicants without specific experience are encouraged to apply, as applications will be considered based on individual merits for potential opportunities.

Application Process: Submit your updated resume in MS Word format by clicking the APPLY NOW BUTTON.

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We regret that only shortlisted candidates will be notified.

Larry Loh Yi Song
Registration No: R23115969
EA License No: 06C2859