Order Administration Support

3 days ago

Kuala Lumpur, Kuala Lumpur, Malaysia Trimble Inc. Full time

TITLE OF ROLE: Order Administration Representative

DEPARTMENT: Order Administration

Main purpose of the role/Position Summary:

As an Order Administration Representative, you will be an essential part of the sales and quote-to-cash cycle responsible for supporting business divisions with processing and managing customer orders accurately and efficiently. Your role involves collaborating with various departments, including sales, customer service, logistics, and finance, to ensure a seamless quote-to-cash process. You will play a critical role in maintaining customer satisfaction, business division support, trade and revenue compliance and contributing to Trimble's overall success.

Job Responsibilities:

  1. Intermediate Order Processing: Receive and process semi-complex customer orders via various channels, including email, phone, sales quotations, and online portals through Trimble's order management systems.

  2. Intermediate Sales Quote Support: Assisting sales teams with preparing accurate semi-complex quotes prior to and after signature and subsequently converting quotes to orders in respective systems.

  3. Order Tracking: Monitor status of orders to ensure timely fulfillment and delivery. Proactively communicate with customers regarding delays or issues that may arise during order processing.

  4. Customer Support: Address customer inquiries related to order status, software provisioning, shipping information, and product availability. Provide timely and courteous responses to maintain high levels of customer satisfaction.

  5. Inventory Awareness: Intermediate collaboration with global/regional distribution centers and inventory/product management teams to stay informed of inventory availability for order fulfillment. Alert relevant stakeholders (customers/sales teams, etc.) in case of any stock shortages or delays.

  6. Documentation: Maintain accurate and up-to-date documentation to keep track of changes/updates to orders with relevant approvals per policy.

  7. Quality Control: Verify accuracy of order details, i.e., pricing, part #'s, customer contact, delivery information, and quantities before processing orders. Identify and rectify any discrepancies or errors with customers.

  8. Compliance: Ensure compliance with company policies and procedures, as well as industry regulations, related to order processing and data privacy.

  9. Troubleshooting and Issue Resolution: Identify and resolve order-related problems promptly, escalating complex issues to senior management or other relevant departments when required.

  10. Support shipping/import/export teams and customer requirements for related documents if required.

Qualifications & Experience:

  1. Minimum of Bachelor's Degree; education/training in business admin, software or supply chain management is a plus.

  2. 1-2 years experience in order administration, sales support, or related is preferred but not mandatory.

  3. Strong organizational skills, attention to detail, and accuracy in data entry and order processing.

  4. English: Excellent communication skills, written & verbal, to interact effectively with customers/internal teams. The ability to communicate in other languages (Chinese) is a plus.

  5. Ability to work in a fast-paced environment, prioritize tasks, and meet deadlines.

  6. Problem-solving and critical-thinking abilities to resolve order-related issues effectively.

  7. Experience with a top-tier Enterprise Resource Planning (ERP) system is a plus.

  8. Familiarity with Salesforce CRM systems and other relevant software applications is a plus.

  9. Experience with Google Chrome, Gmail, Google Apps, Microsoft Office/Suite, Data Load is a plus.

  10. Exercise sound judgment to resolve issues, and proactive problem-solving with strong attention to detail.

  11. Ability to provide high-quality administrative support and multitask effectively.

About Trimble
Dedicated to the world's tomorrow, Trimble is a technology company delivering solutions that enable our customers to work in new ways to measure, build, grow and move goods for a better quality of life. Core technologies in positioning, modeling, connectivity, and data analytics connect the digital and physical worlds to improve productivity, quality, safety, transparency, and sustainability. From purpose-built products and enterprise lifecycle solutions to industry cloud services, Trimble is transforming critical industries such as construction, geospatial, agriculture, and transportation to power an interconnected world of work. For more information about Trimble (NASDAQ: TRMB), visit: www.trimble.com

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