Customer Service Assistant, Sales Support

JOB PURPOSE

To support the Commercial Sales Team in customer order processing, sales administration, SAP transactions, pricing updates, documentation, invoicing, sales reporting and coordination with internal and external stakeholders, ensuring timely and accurate completion of activities in accordance with company policies and procedures.

KEY ACCOUNTABILITIES

• Assist the Commercial Sales Team in the daily processing and coordination of customer orders to ensure timely delivery in accordance with agreed Service Level Agreements (SLA).
• Monitor and follow up on customer orders, delivery status and related requirements to ensure smooth order fulfilment.
• Assist in processing customer orders in compliance with credit limits, credit terms and company credit policies.
• Support the updating of customer pricing in SAP upon receipt of approved pricing mandates and ensure the relevant information is accurately maintained.
• Assist in reviewing supplier invoices related to departmental services and ensure the supporting documents are complete before submission for approval and payment.
• Perform regular customer account housekeeping in SAP, including updating and maintaining relevant customer information and records.
• Assist in the preparation and coordination of support letters and documentation for new licence applications and renewal of existing licences.
• Assist the Sales Team with Purchase Order (PO) issuance, vendor coordination and quotation requests as required.
• Ensure all relevant licence and regulatory requirements are checked and complied with prior to delivery or own-collection orders.
• Coordinate with Customer Service, Sales, Operations, Finance and other relevant departments to resolve order, delivery, documentation and billing issues.
• Maintain proper filing and documentation of customer orders, sales records, invoices, licences and other commercial documents for easy retrieval and audit purposes.
• Provide administrative and clerical support to the Commercial Sales Team and undertake other related duties as assigned by the supervisor.
• Handle emails and requests forwarded by the relevant teams on a daily basis, ensuring prompt response and effective resolution of enquiries and issues. Follow up on emails and requests to ensure timely response, action, and resolution of enquiries and issues.
• Prepare supporting letters, reports, and closing reports within the required timeline and ensure accuracy of information.
• Provide support to the line manager and team members in daily operations, ad hoc reporting, and administrative tasks to ensure efficient workflow and timely execution of responsibilities

Technical/Functional Competencies

• Good communication skills and conversant in English & Bahasa Malaysia
• Knowledge in IT software application is essential.
• High literacy on key computer applications such as Microsoft and SAP
• Knowledge of HSE policies, Transport and Terminal operating procedures.
• Microsoft Office applications, Office Management, & Computer skills
• Communication – ability to speak fluently in Bahasa Malaysia & English

Qualifications

• Diploma or Certificate in any related field.