Provide an efficient, fast and practical in carry out day to day administration support for Sales Administration support such customer order processing, Inventory Importations and Local procurements, samples, deliveries, inventory, and alike; as well as effective Customer-Oriented Service, not only to customers/principals, but to all Departments and bridge support of Warehouse Team including Hub/CCC to maintain an effective service, assistance and help for the Sales Department to achieve its Company’s Goals.

A. Order Processing
1. Stock Commercial

• Maintain the accuracy of Customer Master data in SAP for creating new customer up to maintain existing customer includes updating supporting customer’s legal documents and the changing of credit limit, term of payment, etc.
• Receiving orders customers to process and create the Sales Order (SO) up to Delivery Note (DN), as well as make amendments, if necessary.
• Checking inventory and inform the stock level status to sales/ department manager after SO & DN created.
• Monitors inventory of stock in coordination with 3PL & warehouse coordinator and advise accordingly Department Managers as well as Sales staff on actual stock/inventory level.
• Advise Sales team and/or customers on matters pertaining delivery schedules such on time or will be delayed as well as full or partial, inventory levels, material conditions (broken, leaked, caked, less weight, etc.), and others matter related to outbound deliveries.
• Check DN (Delivery Note) and other pertinent documents, necessary for delivery, for accuracy and correctness of information on the said documents, keep records and inform to 3PL for each of customer's special request in the delivery process.
• Monitor receipt of original DN for the billing & invoice process so that nothing is missed.
• Prepare billing (Invoice, faktur pajak, etc.) to customers upon receipt of DN original and settlement of rebate.
• Prepare additional billing (Return, Debit/Credit Note, Replacement, Cancellation invoices, billing plan, & etc.), includes the additional billing process which need proceed via e Form hub.

2. Stock Sample

• Receiving sample delivery request from salesperson with reference C4C opportunity number. One opportunity number is for 1 product item.
• Create SO FOC (Free of Charge) Sample from stock sample using order type FD for sample stock inventory and ZFD from commercial / damage stock inventory, for ZFD should be upload Faktur Pajak to DJP/Tax Authority server until sample delivered and billing to be capture in C4C report.
• Checking inventory and inform the stock level status to sales/ department manager after SO & DN created.
• Monitors sample stock inventory in coordination with 3PL & warehouse coordinator and advise accordingly Department Managers as well as Sales staff on actual sample stock/inventory.

3. Back-to-Back Order

• Receiving order instruction from sales team and creating SO TAB for back-to-back from port/vendor warehouse to customer warehouse.
• Ensuring all information for back-to-back / SO TAB in place and correct to avoid any correction prior Purchase Order (PO) creation.
• Monitoring the goods procurement with coordinate it to purchasing executive and Import support for the incoming goods schedule until its GR by the WH & Logistics to create the DN for delivery to customer and closed it with billing process.

4. Indent Order

• Receiving order customer for indent business with details on PO customer attention to vendor’s or principal’s name.
• Issue IO (Indent Order) upon instruction from Sales/Sales Manager and ensure correctness and completeness of details requirements stated in customer PO such supplier account, requested ETD/ETA Price, qty, terms of payments, import documents, duty tax, currency, and etc.
• IO sheet will release send to sales / DM and after IO sent by Sales/DM to vendor / principal, follow up communicate through written correspondence to principals to ensure order confirmation, shipping details/schedule until all shipping documents received and forward on time to customer and its amendment if any, to avoid unnecessary delay.
• Do timely follow up and monitor shipments schedules and ensure all import documents are correct as per agreed communicate with customer.
• To ensure commission calculation have communicate properly and agreed by principals and instruct by the sales team/department manager.
• After receiving copy shipping documents from principal, prepare correct billing in SAP system on time to avoid lateness in receiving commission from principals and send the invoice commission to principals as per requested.
• Monitor all release indent order delivers to customer on time with active communication and correspondence to shipper and inform the progress to customer.

5. Borrow Materials

• Arrange for Sales for scenario “borrow materials” and coordinate with WH coordinator and 3PL and monitor accordingly includes the communication and documentation such Memo borrow and return schedule.
• Advises, informs and coordinate accordingly with WH coordinator, sales staff on matters pertaining to job holder’s responsibilities and maintaining data by SAP.

6. Export Order Process

• Prepare order SO Interco and DN for export or re-export and coordinate with EXIM, WH coordinator & 3PL team for goods preparation.
• Preparing the Shipping Instruction and shipping documents by closely communication to consignee requirements and EXIM.
• Bridging communication between EXIM & Forwarder to Consignee in informing the shipping schedule, share copy shipping documents and send the original shipping.

B. Supporting Sales:
1. Customer Complaint

• Receive Complaint from Customer/Sales staff, key in the CAR form.
• Follow up the complaint to parties involve; customers, sales, 3PL, transporter/forwarder, sales and etc and liaise with sales team once the complaint solve and done to be input in C4C by the sales team
• Customer complaint should be recorded and feedback to customer maximum within 3 working days or referring to customer request.

2. VIM (Vendor Invoice Management)

• Receiving local vendor invoice and record the log in Project document list to get the filling document number then write it down the number in the physical /hard copy of the invoice.
• Send the PDF file to Apin V-ID for payment process with informing the profit/cost center number in the email.
• Filing the hardcopy in the folder filling with sequential number according to the log filling documents number from the project document list

3. Support for any other tasks within field of competence as assigned by the management – such order on hand report or stock inventory used level by some periods refer to sales team inquiries.


4. Receive phone calls including complaints from Customers pertaining sales activities (deliveries, invoice revisions, stock status, special conditions, etc.) and automatic advice message accordingly to respective Sales Department. Recording incoming complaints into CAR form and follow up for the solution by liaise with sales team and/or other parties involved.


5. Controlling documents record and filling for the billing sales order, customer data & complaint and others administrative documents related to the sales activities.


C. Functional Role / Secondary Function:

• Assist to back up other support team members who’s not available
• Assist to sales team relate to providing data from SAP

Education: Min. D3
Experience: Sales Support with SAP user - SD module, customer service oriented, secretary / personal assistance
Skills & Knowledge:

• Administrative & clerical procedures and system
• SAP knowledge
• English Skill
• MS Office Application
• Managing Files & records
• Knows about export-import process, shipping docs
• Basic knowledge of Finance & tax process

Personal & behavioral competencies:

• Working with people
• Delivering result & meeting customer expectation
• following instruction and procedures
• adapting & responding change