Central Customer Service Junior Coordinator Japan

wilhelmsen; Kuala Lumpur; On-site; MYR 39,000 - 54,000; Full time

Job summary

wilhelmsen in Kuala Lumpur is seeking a detail-oriented Customer Service Administrator to process RFQs and POs in the Global Customer Service mailbox, ensuring timely responses within SLAs.

You will support the GCS and LCS teams, prioritise tasks, and follow standard processes while coordinating with Supply Chain to resolve outstanding items. This role requires English and Japanese fluency and proficiency in MS Office.

Qualifications

• Diploma in any field.
• 2–3 years of order fulfilment/supply chain/logistics experience.
• Fluent in English and Japanese (written and spoken).
• Proficient with MS Office.
• Strong communication, planning and interpersonal skills.
• Ability to work independently and meet deadlines.

Responsibilities

• Process RFQ and PO requests from the group mailbox.
• Assess urgency based on ETA/Port/Customer type.
• Inform LCS of RFQ/PO irregularities via notes or email.
• Flag orders exceeding credit limits per policy.
• Use systems to gather customer information and requirements.
• Ensure customer requirements are addressed per quote/order.
• Follow up with Supply Chain/LCS on outstanding tasks.
• Participate in team discussions and training.
• Work Saturdays and public holidays as rostered.
• Perform other duties as assigned, adhere to process/protocol.

Skills

RFQ processing

Order fulfilment

Attention to detail

Multitasking

Communication skills

Time management

Team player

Education

Diploma

Tools

MS Office

Job description

Purpose

To process Customer's Request for Quotation (RFQs) and Purchase Order (POs) in the Global Customer Service (GCS) mailboxTo ensure all enquiries within the mailbox are attended too within the agreed SLATo provide administrative support to the GCS and LCS (local customer service) team.May receive assignments from senior support personnel as required.

Main Responsibilities and Tasks

• Accept task from the group mailbox queue and process customer request for quotes (RFQ) and customer purchase orders (PO)
• Ascertain the urgency of transaction based on ETA (Estimated Time Arrival)/ Port/Type of customer. For urgent transaction, needs to be completed ASAP or highlighted to LCS if unable to be completed within the agreed timeline.
• -Keep LCS informed of any irregularities related to RFQs or POs of their customers in the note/email
• Alert LCS that if the order value exceeds the existing authorised credit limit and policies
• Actively use system for understanding on customer specific information and requirements
• For each quote / order processed, ensure specific customer requirements are addressed
• Follow up with Supply Chain / LCS for any outstanding tasks that are unable to be completed in the same day. Ensure all tasks are accounted for
• Highlight improvements and process learnings to the team leads/ manager
• Participate and contribute in team discussion and training
• Performing miscellaneous job-related duties as assigned
• Accept assigned rostered work on Saturdays and Public holiday in the mailbox management for LCS
• Accept assigned rostered overtime work, if required
• Comply the standard process and protocol

Accountabilities

• This position will be measured against:
• RFQ/PO response time
• Agreed AOP and KPI's
• Work process efficiency
• Minimum numbers of transactions completed per day

Qualifications

Mandatory requirements

• Candidate must possess at least a Diploma in any fields
• At least 2 - 3 year(s) relevant work experience with order fulfilment/supply chain/logistic.
• Fluent in English & Japanese - both writing and speaking
• Required skill(s): Computer Literate (Good in MS Office)
• Able to prioritize, customer oriented with excellent communication and interpersonal skills.
• Good planning and organizing skills
• Good analytical skills, attention to detail and meticulous.
• Ability to work independently with minimal supervision, positive attitude and a good team player.
• Able to meet deadlines through good time management and allocation of priorities
• Desire to succeed in a challenging environment and able to work under pressure.
• Pleasant character, resourceful & able to work with sincerity on own initiative.

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