Executive, Branch

Service Operation

1. To handle all service and repair enquiries from customers related to

the following:

• Service call opening (non-PM Jobs)

• Service call closing/invoicing

• Purchase Requisition (PR) issuance for local parts and back-order

parts to SDI Parts Operation-HO

• Parts return for service and repair jobs

• Specific form issuance (e.g., Invoice Back-out form, Opening

Credit Account, raise exemption form for suspense customer

account, CNRM for customer CN request, etc.)

• Maintain proper filing for all documents related to the

service/repair jobs.

1. Monitoring timecard on daily and monthly basis with report and to do

the data entry of timecard.

1. To check and do data entry for labor, parts and misc. prior job

invoicing.

1. To work with PSS and Regional Head in order to monitor any

outstanding service, repair or parts ordering that require immediate

action to be taken.

1. To coordinate with various supply chain including vendors, AED Parts

Operation Department, and warehouse from other branches on the

matters related to service operation.

Parts Operation

A) Clerical

1. Quotation creation

2. Sales order creation from all customers including walk-in customers

3. Invoicing to customer, maintain parts invoice record keeping & filing

4. Update customer for any backorder item and raise PR for backorder

item

1. Forecast replenishment stock order

2. Coordinate parts delivery with HQ & local parts delivery with

appointed OVR vendors

1. Inventory management:

2. To conduct monthly stock count (upon request)

3. Ensure no outstanding weekly housekeeping in AX (weekly

basis)

• Parts service return (Creation in AX, Physical checking etc)

• To raise PR for non-trade items to shared services

• To advise estimate time arrival (ETA) and review need-by-date (NBD)

• Maintain proper filing for all documents related to parts operations

B) Accounting

1. To raise Sundry Parts Sales invoices for credit sales to customers service

department and branches. To ensure correct discount and account is applied.

1. To check the customer's outstanding balance before releasing of parts.

C) Administrative

1. Act for the storekeeper as at when required or whenever the Storekeeper

is on leave.

1. Ensure all fixed assets are well maintained including small value assets

(tools).

1. Control monthly external expenses (e.g., Transportation, Stationary & Small

Tools).

1. Request vendor quotation for any service job / local parts purchase.

2. Raise purchase requisition form (PR) for Parts & Service purchases including

non-trade items.

1. Ensure all documents (vendor quotation. customer PO, approved PR) are

submitted/attached for PO request.

1. Request vendor statement to ensure no long overdue vendor invoice is

pending issuance of PO.

1. Ensure correct information like financial dimension, SOS code,

procurement category etc. is provided/selected for AX transactions.

1. Ensure all customers' payment slips are forwarded to finance personnel for

posting.

1. Assist ESS/RH to raise Sales Order for equipment sales. Email documents

(SO/AEI/T2/Customer PO/signed quotation/payment slips/LU (whichever

required) to finance personnel.

1. Ensue no outstanding for all Cash Sales Accounts. Customer payment slips

for cash sales account is submitted immediately to finance personnel for

posting in AX.

D) Counter

1. Promote, sell, and process sales order over the counter or through other

means of communications.

1. Assist customers in problems regarding parts calls, enquiries, sales etc.

2. Maintaining accurate daily cash sales record and send the report to branch

cashier.

1. Maintain proper filing of relevant supporting documents for all AE

Parts/Service invoices

1. Scan invoice and email to MEX (SDP Finance) to get the payment.