Order Administrator - MNC

SPX Cooling Technologies Malaysia Sdn Bhd; Selangor; On-site; MYR 40,000 - 60,000; Full time

Job summary

A leading cooling technology company in Selangor is seeking a professional to handle order processing, vendor negotiations, and logistics support. Key responsibilities include registering orders in SAP, preparing Purchase Orders, and managing shipping documentation. Ideal candidates will have strong negotiation skills, proficiency in SAP, and experience in supply chain management. This role is vital for ensuring efficient operations and customer satisfaction within the company.

Qualifications

• Strong proficiency in SAP for order registration and customer account creation.
• Experience in negotiating with vendors and understanding procurement processes.
• Ability to manage shipping logistics and documentation effectively.

Responsibilities

• Receive and review parts order handover from Sales.
• Register orders in SAP and create new customer accounts when needed.
• Prepare and issue Purchase Orders and Shipping Invoices.
• Source and select logistics partners.
• Follow up on deliveries and resolve discrepancies.

Skills

Negotiation skills

Order processing

Vendor management

Supply chain understanding

SAP proficiency

Tools

SAP

Job description

Receive and review parts order handover from Sales; clarify details where required.

Register orders in SAP and create new customer accounts when needed.

Prepare, issue, and revise (if applicable) Purchase Orders, Interco Cost Summaries, and Shipping Invoices to manufacturing locations (e.g., China, USA).

Source and select freight forwarders, courier services, and other logistics partners.

Follow up on deliveries, vendor documentation, and resolve shipment discrepancies.

1. Intercompany Purchases

• Receive and review parts order handover from Sales; clarify details where required.
• Register orders in SAP and create new customer accounts when needed.
• Prepare, issue, and revise (if applicable) Purchase Orders, Interco Cost Summaries, and Shipping Invoices to manufacturing locations (e.g., China, USA).
• Source and select freight forwarders, courier services, and other logistics partners.
• Follow up on deliveries, vendor documentation, and resolve shipment discrepancies.

2. Third-Party Vendor Purchases

• Source and identify potential third-party vendors; share specifications/requirements and obtain quotations.
• Evaluate vendor quotes, negotiate pricing and terms, and identify suitable vendors.
• Prepare, issue, and revise (if applicable) Purchase Orders and supporting documents for third-party vendors.
• Follow up on deliveries, vendor documentation submissions, and resolve discrepancies.

3. Administration & Support

• Maintain electronic files of Sales Orders, Purchase Orders, packing lists, delivery notes, proof of delivery, bills of lading, certificates and other order-related documentation.
• Maintain and update customer and vendor databases.
• Conduct order and delivery tracking meetings with manufacturing locations (China, USA).
• Check and verify invoices issued by manufacturing locations and freight forwarders.
• Release Sales Orders for Finance to issue invoices.
• Manage and follow up on customer complaints (e.g., short shipment).
• Handle shipment arrangements including vessel booking and preparation of shipping documents.
• Advise customers on the best shipment methods, including consolidation options to optimize cost and delivery efficiency.
• Perform any other duties assigned from time to time.

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