Lowongan Sales Support (Temporary - Replacement for Maternity Leave) di PT Jebsen Jessen Ingredients Indonesia

Responsibilities:

Position Summary

• Responsible and correspondence to carry day to day administration process of each certain sales support department activities
• Perform filing and document control

1. STOCK BUSINESS PROCESS

LOCAL ORDER PROCESSING

• Maintain the accuracy of Customer Master data in SAP includes the supporting customers legal documents and the changing of credit limit, term of payment, etc.
• Receive orders from customer/sales persons for ex stock business
• Check inventory and inform the stock level status to sales / department manager
• Prepare SO/DN (sales order/delivery note) for local stock orders, as well as make amendments, if necessary.
• Advise Sales staff/customers on matters pertaining delivery schedules such on time or will be delayed as well as full or partial, inventory levels, material conditions (broken, leake, caked, less weight, etc.), and etc.
• Check DN (Delivery Note) and other pertinent documents, necessary for delivery, for accuracy and correctness of information on the said documents, keep records and inform to 3PL for each of customer's special request in the delivery process.
• Monitors inventory of stock in coordination with 3PL & warehouse coordinator and advise accordingly Department Managers as well as Sales staff on actual stock/inventory level.
• Monitors the receipt of DN original for billing & invoicing process so nothing will be lost.
• Prepare billing (Invoice, faktur pajak, etc.) to customers upon receipt of DN original and settlement of rebate.
• Prepare additional billing (Return, Debit/Credit Note, Replacement, Cancellation invoices, etc), includes the additional billing process which need proceed via eForm hub.

EXPORT & OTHERS ORDER PROCESSING

• Prepare the order SO/DN for export or re-export and coordinate with EXIM, WH coordinator & 3PL team.
• Prepare the Shipping Instruction by closely communication to consignee requirements and EXIM
• Bridging communication between EXIM & Forwarder to Consignee in informing the shipping schedule, share copy shipping documents and send the original shipping documents includes any changing/update shipment status from the shipping lines.

BORROW MATERIALS

• Arrange for Sales for scenario “borrow materials” and coordinate with WH coordinator and 3PL and monitor accordingly includes the communication and documentation such Memo borrow and return schedule
• Advises, informs and coordinate accordingly with WH coordinator, sales staff on matters pertaining to job holders responsibilities and maintaining data by SAP

3. SAMPLES DELIVERY

• Receive Sample Order delivery via email from sales staff by informing the C4C opportunity numbers and details
• Prepare SO samples to customers until delivery to be capture in C4C report
• Negotiate and deciding to choose the effective & efficiency sample delivery services with the 3rd party

4. CUSTOMERS COMPLAINT

• Receive Complaint from Customer/Sales staff, key in the CAR form
• Follow up and act on the complaint to parties involve; customers, sales, 3PL, transporter/forwarder, sales, etc and liaise with sales team once the complaint solve and done to be input in C4C by the sales team
• Any other tasks within field of competence as assigned by the management such order on hand report or stock inventory used level by some period refer to sales team inquiries.

BACK TO BACK ORDER

• Communicate through written correspondences; email or telephone or fax to principals after PO release from purchasing to ensure that the shipment will be deliver with correctness and completeness of details (supplier account, requested ETD/ETA Price, qty, terms of payments, import documents, duty tax, currency, etc.).
• For incoming shipments (sea/air), ensure all shipping documents are received on time, to avoid unnecessary delay during clearance process.
• Perform timely follow up and Monitor shipment schedules and ensures all import documents are correctly and accurately declared to avoid problems with customs or trade department or any related department.
• Ensure and liaise with regulatory team for all necessary documents (all shipping documents, FD/POM license if necessary, or other LARTAS documents) completed before pass on to EXIM section for custom clearance.
• Coordinate with EXIM support section in monitoring clearance of the goods and import documents.
• Checking customers credit status prior goods release from customs to avoid any credit block and hold goods delivery
• Ensure shipments arrive in customers warehouse on time by coordinate with EXIM/forwarders in transferring materials directly to customers.

INDENT ORDER

• Issue IO (Indent Order) upon instruction from Sales/Sales Manager and ensure correctness and completeness of details (supplier account, requested ETD/ETA Price, qty, terms of payments, import documents, duty tax, currency, etc).
• Communicate through written correspondence, telephone or fax to principals to ensure order confirmation, shipping details/schedule until all shipping documents received and forward on time to customer and its amendment if any, to avoid unnecessary delay
• Perform timely follow up and monitor shipments schedules and ensure all import documents are correct.
• Ensure commission calculation have communicate properly and agreed by principals.
• Prepare correct billing in SAP system on time to avoid lateness in receiving commission from principals and send the invoice commission to principals as per requested.
• Monitor all release indent order delivers to customer on time with active communication and correspondence to shipper and inform the progress to customer.

STOCKS/INVENTORY LOCAL/IMPORTATION PROCUREMENT

• Communicate through written correspondences or telephone, fax to principals after PO release from purchasing to ensure that the shipment will be deliver with correctness and completeness of details such supplier account, requested ETD/ETA, Price, qty, terms of payments, import documents, duty tax, currency, HS code, specific documents requirements for import license, etc that confirm with Order confirmation, Shipping details/schedule prior copy/original shipping documents received.
• For incoming shipments sea/air freight & Courier services (DHL/TNT/FedEx/UPS/EMS), ensure all shipping documents are received on time before ETA Cargo, to avoid unnecessary delay during clearance process.
• Follow up and Monitor shipment schedules and ensures all import documents are correctly and accurately declared to avoid problems with customs or trade department or any related department.
• Ensure and liaise with regulatory team for all necessary documents (all shipping documents, FD/POM license if necessary, or other Import Permit/LARTAS documents) completed before pass on to import section for custom clearance.
• Coordinate with EXIM support section in monitoring clearance of the goods and import documents.
• Give information to related sales person about status shipment clearance process/Status.
• Ensure all goods are received at the 3PL warehouse with actual condition status and relay necessary advice to department manager if any discrepancy found between physical goods receive and the shipping documents.
• Monitor all release import/Local PO stock deliver and clear on time as schedule and share the progress to PO requester until the goods received process at warehouse into record in SAP system.
• Assist to communicate to principals once have goods discrepancy between shipping documents and physical goods receive at 3PL warehouse until the discrepancy solve or answer whether with goods replace, Credit Note or Debit Note (CN/DN), Insurance process or others as per agreed communication results.\
• Monitoring Local procurement start on PO sent to vendor/principal, up to goods delivery to 3PL warehouse or manage to pick up at vendor warehouse and until goods received in SAP. Once goods confirm received submit local vendor invoice to hub for payment process.

 SECONDARY FUNCTION

• Receive phone calls including complaints from Customers pertaining sales activities (deliveries, invoice revisions, stock status, special conditions, etc.) and automatic advice message accordingly to respective Sales Department. Recording incoming complaints into CAR form and follow up for the solution by liaise with sales team and/or other parties involved.
• Assist to back up other support team members whos not available
• Controlling documents record and filling for the billing sales order, customer data & complaint and others administrative documents related to the sales activities.
• Assisting in Vendor invoice verification for AP process to Hub/CCC

Requirements:

• Minimum D3 Degree
• Has experience as SAP user - SD module, customer service oriented, secretary / personal assistance
• Minimum 1 years working experience with same position or/and similar
• Good command in English
• 5 months contractual based