Coordinator

DIRECT SEARCH ASIA PTE. LTD.; Singapore; On-site; SGD 40,000 - 70,000; Full time

Job summary

DIRECT SEARCH ASIA PTE. LTD. seeks a proactive project support professional to act as the primary customer interface during project execution.

You will partner with the Sales Manager and Technical Service team to ensure successful delivery, profitability, and timely communication across onshore and offshore operations. You will coordinate with multiple internal teams, manage logistics for local and overseas projects, prepare delivery notes, and generate invoices in SAP Business One, while

Qualifications

• Experience coordinating cross-functional project activities and stakeholders.
• Ability to manage logistics for local and overseas projects.
• Familiarity with invoicing, billing, and financial documentation.
• Proficiency with SAP Business One for order to cash processes.

Responsibilities

• Act as reliable support partner to Sales Manager and Technical Service team during project execution.
• Collaborate to ensure project profitability, commercial control, and successful delivery.
• Allocate engineers based on project scope, timelines, and customer requirements.
• Manage customer expectations with proactive communication and timely updates.
• Coordinate with internal teams to ensure seamless service job execution.
• Arrange logistics for local and overseas projects, including PSA access and travel.
• Coordinate tools, equipment, and spare parts delivery in line with specs.
• Prepare Delivery Notes and coordinate delivery/collection of components.
• Monitor progress and address delays to maintain customer satisfaction.
• Prepare and issue Sales Quotations, Sales Orders, and Internal POs.
• Maintain commercial documentation and ensure timely invoicing and revenue recognition.
• Ensure SAP Business One workflows support audit readiness and controls.
• Track project costs and align with budgets and margin targets.
• Work with Sales Manager to address cost overruns and profitability risks.
• Review completion status and validate documents before invoicing.
• Generate invoices in SAP based on deliveries, service attendance, and milestones.
• Coordinate with Sales and Finance for cost postings, CM tracking, and KPIs.
• Monitor invoice status and resolve discrepancies and disputes.
• Process timesheets and allocate costs to the correct job scope.
• Record miscellaneous project expenses and monitor prepayments and milestones.
• Support continuous improvement to service quality and cross-functional collaboration.

Skills

Project coordination

Stakeholder management

Logistics coordination

Invoicing & billing

SAP Business One

Tools

SAP Business One

Job description

• Act as a reliable support partner to the Sales Manager and Technical Service team, serving as the primary customer interface throughout project execution.
• Collaborate with the Sales Manager to ensure project profitability, commercial control, and successful project delivery.
• Work closely with the Technical Service team to allocate engineers based on project scope, timelines, and customer requirements.
• Manage customer expectations through proactive communication and timely updates on project status, both onshore and onboard vessels.
• Liaise with internal stakeholders, including the Technical Service, Workshop, Product Centre, Intercompany, Purchasing, and Finance teams, to ensure the seamless execution of service jobs.
• Coordinate logistics for local and overseas projects, including access arrangements for PSA terminals and shipyards, as well as flights, accommodation, transportation, and visa applications, in compliance with company policies and applicable regulations.
• Coordinate with the Logistics team and Lead Engineer to ensure the timely delivery of tools, equipment, and spare parts in accordance with job specifications and technical requirements.
• Prepare Delivery Notes (DNs) and coordinate with internal and external stakeholders for the delivery and collection of components, ensuring efficient and accurate processing.
• Monitor project progress and proactively address potential delays to maintain high levels of customer satisfaction.
• Prepare and issue Sales Quotations (SQs), Sales Orders (SOs), and Internal Purchase Orders (POs)in accordance with company sales and service procedures.
• Maintain complete and accurate commercial documentation, including Pre-Calculation Sheets, SOs, POs, and Delivery Notes (DNs), and work closely with the Sales Manager to ensure timely invoicing and revenue recognition.
• Ensure accurate documentation, workflow management, and system updates within SAP Business One (SBO) to support audit readiness and internal controls.
• Track and monitor project-related costs to ensure alignment with approved budgets and contribution margin targets.
• Partner with the Sales Manager to address cost overruns, margin erosion, and other risks to profitability.
• Review project completion status and validate supporting documentation prior to invoicing.
• Generate and issue invoices in SAP based on confirmed deliveries, service attendance, and agreed project milestones.
• Coordinate with the Sales and Finance teams to ensure accurate cost postings, Contribution Margin (CM) tracking, and KPI reporting.
• Monitor invoice status and support the resolution of invoice discrepancies, disputes, and rejections.
• Collect, review, and validate service timesheets, ensuring alignment with the approved job scope and accurate job cost allocation.
• Process and record miscellaneous project-related expenses, including transportation, accommodation, crane services, and other operational costs.
• Prepare and manage prepayment invoices and monitor prepayment utilization against actual project progress and billing milestones.
• Support continuous improvement initiatives aimed at enhancing service quality, operational efficiency, and cross-functional collaboration.