Customer Operations Executive

Equiptest Engineering Pte Ltd; Singapore; On-site; SGD 30,000 - 45,000; Full time

Job summary

Equiptest Engineering Pte Ltd is seeking an Order Processing Officer to manage incoming Purchase Orders, coordinate with sales, and ensure timely delivery of goods. The successful candidate will have a diploma and experience in supply chain management, with strong communication skills and proficiency in MS Office. This role offers an opportunity to contribute to improvement projects and support the sales team effectively.

Qualifications

• Diploma or equivalent is required.
• Proficiency in MS Office and knowledge of ERP software is an advantage.
• Great communication and interpersonal skills are essential.

Responsibilities

• Acknowledge and manage distribution of Purchase Orders and ensure accuracy of data entry.
• Liaise with Sales team to process work orders and provide delivery schedules.
• Generate various weekly, monthly, and quarterly reports.

Skills

Knowledge of order processing

Supply chain management

Inventory management

Communication skills

Interpersonal skills

Systematic coordination

Follow up skills

Education

Minimum Diploma or equivalent

Tools

MS Office

ERP software

Job description

Responsibilities:

Order Processing Functions:

• Acknowledge and manage distribution of Purchase Order (PO) that are received through central channels or different sources.
• Review PO against quote or agreement to ensure contents matches the offer and terms. Resolve any discrepancies found in PO and request customer to make amendment.
• Liaise with Sales team for the work order processing instruction of order fulfillment.
• Conversion of PO into Sales Order (SO) through system and ensure the accuracy of data entry.
• Coordinate with Document Controller (DC) / Engineer to ensure timely completion of drawings.
• Processing of Work Order (WO) or Purchase Requisition for customer order fulfillment.
• Follow up with Production or Procurement for WO / Purchase Requisition consent date and ensure timely completion or receiving of order.
• Provide confirmation and delivery schedule of goods to the customer.
  Update customer on the changes to the delivery schedule of their order.
• Planning of shipment schedule and liaising with Logistic department on goods delivery and shipment services.
• Ensure the accuracy of invoice information against customer PO and logistic arrangement are met to customer requirement.
• Update shipment details to the customer upon completion of delivery.
• Monitor stock level (especially high runner products) of Finished Goods (FG). Trigger for any stock replenishment when running low.
• Posting of invoice to the customer designated portal / email / post mail.

Sales Support Functions:

• Issue & submit RFQ to RFQ team for costing.
• Create quotation and follow up on the order status for the quotation with customer & sales team.
• Issue and create PDRF in GSS system to EQT Engineering from RFQ checklist (RFQ Tool) given by Sales.
• Propose appropriate solutions to address customer queries based on sales or customer management knowledge.
• Update sales and customer on order delivery status.
• Assist in resolving orders related to customers’ feedback & complaints.

Administrative Functions:

• Working on Improvement Projects assigned by superior.
• Generate various weekly / monthly & quarterly reports.
• Prepare and submit commission report for sales agents.
• Track and ensure closure of outstanding documents like Open SO (Books) / Progress Invoices & Shipments
• Ensure the posting of customer invoices is to be done on the same day or the next working day after the delivery.
• Ensure any change of order control processes are completed according to procedure.

Requirements:

• Minimum Diploma or equivalent.
• Knowledge of order processing, supply chain & inventory management.
• Proficiency in MS Office.
• Systematic co-ordination & follow up skills.
• Great communication and interpersonal skills.
• Added advantage to have ERP software knowledge and presentation skills.

Only shortlisted candidates will be notified.