Service Administrator

1 day ago

Taman Tun Dr Ismail Kuala Lumpur, Malaysia Getz Healthcare (Malaysia) Sdn Bhd Full time 30,000 - 60,000 per year

Job Profile

Job holder is responsible to provide after sales support to the Sales Department where the responsibilities include process service job or trading sales order via SAP System, customer support communication, following up orders with business partners and prepare & plan purchase acquisition request for consumables and accessories.

A.     Principle Responsibilities (Major activities or end results for which this position is held accountable)

Service Administration

  • Process and monitor all sales/service orders for the sales / engineering team, from the initial stage of quotation to the final stage of delivery/installation of equipment, in accordance to the Company's policies, systems and procedures. (ie: goods deliver with valid sales invoice and delivery order)

  • Handle enquiries and execute orders in accordance with the Company's sales policies, Ensure billing and purchase order according to physical stock in and out

  • Ensure prompt invoicing to customers.  Maintain proper records and monitor payment receivables by checking on customers' accounts for outstanding payments before executing subsequent orders.

  • Liaise with suppliers on price/delivery enquiries, follow-up on indent orders and other matters. Ensure prompt delivery of goods.

  • Ensure all equipment testers are well calibrated annually and documented all the necessary documents.

  • Prepare service contract proposal to customer and follow up with the stamped service contract to return to customer.

  • Update monthly outstanding service jobs & engineering hours to all engineers and operations managers.

  • Monitor, follow-up and ensure all charges such as handling freight, sales tax, and import duty are updated in the Purchase Orders before executing goods receipt.

  • Arrange all internal requests & planned preventive maintenance jobs. Ensure these are well communicated with engineers and operations managers, and other staff as required.

  • Provide efficient and effective administration functions, e.g. typing, filing of documents, attending to telephone calls, taking messages for the Sales team and backup each other during absenteeism.

  • Resolve sales invoice or purchase order discrepancies and issues. Eg: follow up open sales order and purchase order, highlight and report any process and control deficiency.

  • Maintain proper housekeeping and administration discipline within the department. Be proactive, continue to improve business processes and control, follow up with implementation and execution.

  • Handle other ad-hoc duties as an when it is requested by Finance and Operations Manager

  • Responsible to comply with the Group's and Company's GDPMD & ISO9001:2015 policies and safe work procedures.

Qualification

Minimum Diploma in Business Administration/ Accounting & Finance / Secretarial or relevant qualification is preferred.

Experience

At least 2 years of working experience in Business Administration or Customer Service is preferred.

IT Skills

Proficient in Microsoft Office (Words, Excel, PowerPoint).

Related Skills

Good command of English and Bahasa Malaysia.

Good interpersonal skills & strong team player

Good knowledge in SAP ERP application

Proficient in Microsoft Office (Words, Excel, PowerPoint).

Possess high level of tact and integrity due to internal and external contacts with senior level and the possible exposure to confidential data.

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