Operations Specialist, Asia

6 months ago

Subang Jaya, Malaysia WD-40 COMPANY Full time

Overview:
Are you seeking a dynamic opportunity where you can leverage your financial acumen, operational expertise, and administration skills to drive success in a multinational environment? Join our team as an Operation Specialist, where you’ll play a pivotal role in managing sales forecasts, order processing, and customer service for 18 countries across diverse Asian markets. This role offers a blend of finance, operations, and administrative responsibilities, providing a unique opportunity to contribute to the growth and efficiency of our global business.

**Why Apply?**
- **
Impactful Responsibilities**: Take on a diverse range of responsibilities, from managing sales forecasts to overseeing order processing and customer inquiries, allowing you to make a tangible impact on the organization's operations and success.
- ** Growth Opportunities**: Join a dynamic team where you can leverage your expertise while continuously learning and developing new skills. Explore opportunities for career advancement and professional growth within a multinational company.
- ** Cross-Functional Collaboration**: Engage in cross-functional collaboration with teams across sales, marketing, supply chain, and finance, providing you with exposure to various aspects of business operations and enhancing your understanding of how different functions interact.
- ** Global Reach**: Contribute to the success of a global company with operations spanning across diverse Asian markets. Work with stakeholders from different countries and cultures, broadening your international experience and perspective.
- ** Supportive Environment**: Be part of a supportive and collaborative work environment where your contributions are valued, and your ideas are encouraged. Join a team that prioritizes communication, teamwork, and professional development, fostering a culture of excellence and innovation.

**Responsibilities**:
As an Operation Support Executive, you'll play a key role in collecting and consolidating managing director (MD) sales forecasts and generating sales and inventory reports by SKU. You'll manage Asian order processing to meet sales targets and enhance customer relations. Additionally, you'll provide crucial support to commercial teams in administering Asian sales and marketing operations. Your responsibilities will also include handling customer technical inquiries, overseeing general office administration, creating and managing databases, and compiling reports to ensure efficient organization operations.

**Order Processing and Reporting**
- Update and maintain the ARO order Tracking Query with current, accurate and timely information to monitor order/shipment status.
- Responsible for orders processing for assigned countries. Address routine order issues requiring immediate attention.
- Managing database of FCA sales and local sales in ARO system.
- Maintain customer account/order files with appropriate digital documents for accurate record keeping compliance and audit purposes.
- Maintain ARO reporting system, update orders placement and orders status into the system.
- Provide customer service and follow-up support to all internal/external customers, sales inquiries and leads in an effective, efficient, professional and friendly manner.
- Submit and process Credit Applications for new accounts or reactivations.
- Provide routine order shipment reports.

**Supply Chain Support**
- Solicit and prepare consolidated forecast report for review.
- Track orders OTIF to monitor packager’s performance and update supply chain for improvement purpose.
- Day to day liaison with the supply chain/logistics on order fulfillment for Asia Marketing Distributors.
- Oversee the monitoring and report Asian Debtors Accounts.

**Operation / Administration Support**
- Collect, coordinate, communicate, and monitor Asian SKU forecasts and consolidation on a monthly, quarterly and annual basis. To ensure mínimal forecast variance to achieve optimal inventory management and positive impact on EBITDA.
- Monitor Asia Debtors accounts to maintain zero balance in overdue accounts and update monthly Asia Accounts Due report.
- Send monthly Account Due report to Regional Managers.
- Send monthly statement to MDs and follow up with MDs on overdue invoices.
- Collect information from MDs to provide local sales inventory report.
- Provide monthly reports from ARO reporting system including MDs local sales, inventory report, etc.
- Check all invoices of ARO office expense and obtain approval of the expenses.
- Oversee the review and distribution of monthly statement to MDs and follow up on overdue invoices to ensure prompt payment and avoid delinquency and reduce bad debts exposure.
- Collect and respond to direct customer enquiries/sales leads and product inquiries. Coordinates internally to respond to product technical inquiries from customer with support and input from R&D/Quality and product integrity, as needed. Progress and monitor and report major te

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