Associate, Order Services, Shared Services Center

Kuala Lumpur,

Malaysia

Contract

Entry Level

Job Purpose

Associate, Order Services SSC is responsible for all aspect of order fulfilment. This includes entering various forms of orders, from project and non-project orders to warranty orders, change orders, re-orders, etc. and diligently follow up with factories and suppliers to ensure orders are acknowledged and committed in lead time to meet project timelines. A partner to the logistic support to ensure shipments are closely tracked, organised and shipped out of origins to destinations and delivered, as planned to job site on time.

A glimpse of your daily mission

• On receipt of confirmed order docket submitted by Salespeople, check for completeness of the documents like customer's purchase order, signed approval by customers on final finishes/technical specifications/floor plan layout, OBK files, approved PAM, quotations from 3rd party suppliers and approved Sales Order Form.
• Once the documents are confirmed acceptable for order entry, work closely with Bid & Design (B&Ds), Sales, Logistic and Project Managers (PMs) to finalize technical specifications and project schedules committed to customers to process order entry.
• In the process of Specials/Customer Operations Manager (COMs)/3rd party products, ensure product data are created in Swing/D365.
• On loading of the orders into Swing/D365, all order details must be verified, acknowledged and confirmed by the factories and suppliers.
• Ensure all item lines are pushed through from 1.SO/Original SO to 2.SO/ICSO and report any errors for resolution, if encountered.
• All critical dates of the orders, committed by the factory and suppliers, such as ex-factory, estimated time departure at origin and estimated time arrival at destination Order, must be validated in Swing/D365 and input, especially 3rd party products/supplies, to enable tracking of delivery and shipment and also update into the Order Tracking worksheet, if so request by business units.
• Partner Logistic and business units to ensure order readiness out of factories are closely tracked, shipments are organised and orders arrival at destinations and project sites are obligatorily achieved.
• Project Managers will provide planned project completion schedules to be updated in Swing/D365 on regular basis, and this will be supported so management has visibility to the business plans ahead of times.
• On completion of projects either partially or fully executed, offline/PO product receipt + post packing slip will be done for Finance to invoice and complete the project cycle.
• All suppliers' billings will be accounted for in Swing through the PPP upload / D365 through Pending Vendor Invoices process to be supported.
• After-sales service support on warranty claims and replacement orders will be processed and business units are regularly and timely informed on the delivery of parts out of the factory to resolve defects on site.
• Support with 3-way matching of vendors' billings for completeness of the purchasing cycle, matching cost to revenue, project name and sales order number references for Finance to charge against respective project costing or administrative expenses.
• Support business units in sending invitations to customers and stakeholders to give feedback on services of Haworth and sending reminders to customers for their responses as part of the process of Customer Satisfaction Survey.
• Cross training within the team to transfer knowledge and create business continuity plans from order services, logistic and e-commerce support for back up during peak period and official leave of absence of peers.
• Management can assign members to work on projects and strategic tasks from time to time.

Job Requirements

• Bachelor's degree in a relevant discipline.
• Min. 1 years of relevant experiences
• Strong organizational skills, attention to details, excellent level of accuracy and self-starter with good learning mindset
• Good analytical and problem-solving skills and ability to adapt to changing environment.
• Good oral, written communication skills and active listening skills.
• Able to work effectively independently.
• Proficiency with MS Excel, Word.
• Knowledge in SWING/Microsoft D365 (will be advantageous)
• A good team player
• Excellent customer service skills
• Demonstrate encouraging, energetic & positive working attitude and high sense of responsibility.

Travel Requirements

Not required.

About Us

Haworth is one of the world's largest manufacturers of office furniture, providing solutions for tomorrow's customers worldwide. At the center of our work is the human being: What does a person need to work, what pushes them, motivate them and what makes people feel comfortable at work? Only if we can answer that question, we are able to introduce designs to our customers that will make them achieve their goals. To stay one step ahead, we invest in our own research, have a worldwide network of interesting partners and are part of think tanks around the world who are trying to think ahead. The family-owned company, headquartered in Holland, Michigan/United States, employs more than 8.000 people and is represented in more than 150 countries in Asia, Europe and America with subsidiaries and partners.